SAGE 300 2020 Construction and Real Estate

Sage 300 Construction and
Real Estate
(formerly Sage Timberline Office)
Version 20.1
User's Guide
This is a publication of Sage Software, Inc.
© 2020 The Sage Group plc or its licensors. All rights reserved. Sage, Sage logos, and Sage product
and service names mentioned herein are the trademarks of The Sage Group plc or its licensors.
All other trademarks are the property of their respective owners.
Sage End User License Agreement: http://na.sage.com/sage-na/ eula
Version 18.4
Last updated: Tuesday, July 7, 2020

Contents: Version 20.1 User's Guide
Introduction 1
Release information 1
About this guide 1
Support and assistance 2
Online help 2
Technical assistance 2
Training 3
Chapter 1: System Requirements 4

Privilege settings required for installation and use 4
Compatible versions 8
Supported upgrade paths 9
Data file upgrades 9
Chapter 2: Install Sage 300 Construction and Real Estate 10

A. Before you install 10
B. Install to a server or stand-alone computer 11
Automatic creation of Timberline Office Share 12
C. Install to a workstation connected to a network 13
Installing to a terminal server 13
Installing to a workstation 13
D. Upgrade data files 14
Prepare to upgrade files 14
Upgrade files 15
Restore file locations 15
E. Upgrade custom Crystal Reports designs 16
F. Install Crystal Reports Designer (optional) 16
G. Install SQL Server (to run Sage SQL Replicator) 16
H. After you install 17
Elevated permission levels after installing 17
If you have Purchasing, Inventory, or Service Management data in Program Files 17
I. Final steps 18
Sage 300 Construction and Real Estate Version 20.1 User's Guide Page iii
Contents
Chapter 3: Server Migration 19

Things to know before you begin 19
Recommended procedure 20
Preparing your new server 20
Migrating your server 20
Migrating your data folders 21
Migrating your macros 21
Migrating your attachments 22
Updating your workstations 22
Chapter 4: System Guidance 23

General information 23
Backups 23
Virus scanning 24
Windows User Account Control (UAC) 24
Hidden folders 25
NTFS file compression 25
Terminal services 25
Pervasive database engines 25
Firewalls and Sage Service Host 25
Troubleshooting 27
If Sage 300 Construction and Real Estate stops responding during the workstation installation,
how can I resolve this? 27
How do I move Accounting and Management products from one server to another? 27
Why am I getting an error message when I try to save data or reports? 28
I upgraded from Sage 300 Construction and Real Estate 9.4. Do I need to move my data folders
or reports to comply with User Account Control (UAC) requirements? 28
Which Accounting and Management files were moved for Sage 300 Construction and Real
Estate? 29
Terminal services 30
Printers 30
Installing, moving, or removing Sage 300 Construction and Real Estate products 31
Chapter 5: Security 33
Sage 300 Construction and Real Estate Version 20.1 User's Guide Page iv
Contents
Security overview 33
Record security 36
Setting up security 42
Modifying security 47
Troubleshooting security 56
I cannot see a security ID in a Record Setup window 56
I cannot change a security ID in a Record Setup window 56
I know a job was set up, but I cannot see it in the software 56
I forgot my password 57
My report or inquiry is missing information 57
Menu items and fields are unavailable 57
I cannot delete a user name 57
I cannot make an account unavailable 58
I cannot end account availability 58
I cannot remove a user name 58
I cannot turn on security 58
I cannot save changes 59
Security tips 59
Be careful with print files 59
Create separate roles for task and record security 59
Consider limiting access to Crystal Decisions Crystal Reports 60
Specify how secured tasks appear 60
Glossary of security terms 61
Chapter 6: Sage 300 Construction and Real Estate ODBC 64

ODBC overview 64
Important issues for ODBC users 65
Data loss 65
Points to consider before you use ODBC 65
Set up a data source 66
Use the ODBC driver 66
Chapter 7: Crystal Reports 67

Introduction 67
Sage 300 Construction and Real Estate Version 20.1 User's Guide Page v
Contents
Reports on the menus 67

The data source for Crystal Reports 68
Configuring the Timberline data source 68
Creating the SQL Server data source 70
Customizing Crystal Reports 71
Crystal Reports Designer 71
Creating and modifying custom reports 71
Crystal Reports integration 72
Integration formulas 73
User-defined functions 79
Special parameters in process reports 95
Billing considerations 97
Purchasing and Inventory considerations 98
Service Management considerations 102
Desktop considerations 108
Upgrading older custom report designs 108
Sage 300 Construction and Real Estate Version 20.1 User's Guide Page vi
Introduction
Release information
Along with this User's Guide, see the following documentation for additional information that will help you
install and use version 20.1:
n The Installation Checklist contains a brief description of the steps involved in upgrading your software.
n The Important document contains critical topics.
n The Release Notes provide details about new features, database changes, resolved issues, and known
issues.
You can access a complete library of supported product documents.
About this guide

This User's Guide is designed to help you learn about installing the software. It also contains information
about systems, security, ODBC, and Crystal Reports.
Conventions used in this document

This document uses the following conventions:
l The names of windows, fields, and other features displayed by the software are bold.
l Text that you type into the windows is blue, as in the following example:
Type Miscellaneous.
l Names of keys are shown in capitals; for example, ENTER, TAB. A plus sign (+) between two key
names indicates that you should press both keys at the same time; for example, SHIFT + TAB.
l The names of buttons that you can click with your mouse are bold and enclosed in brackets; for
example, [OK] and [ Post].
Tip: Helpful information to make your experience better.
Note: Additional information of interest, such as information not included in steps.
Caution! Information that can help you avoid a costly or time-consuming error.
Important! Information that is of critical importance.
Sage 300 Construction and Real Estate Version 20.1 User's Guide Page 1
Introduction
Menu paths
In this document, menu paths show you the steps required to start a task, such as:
PR: Tools > Download Taxes
To follow this path, open the Payroll module. From the Tools menu, select Download Taxes.
Support and assistance

Online help
Each Sage 300 Construction and Real Estate application includes online help, which provides answers to
your questions about procedures as well as items in the windows.
To access the online help in Sage 300 Construction and Real Estate:
l In a window, click the [Help] button, click (the help icon button), or press F1 to display the help
topic for that window.
l In an application or Desktop, select Help > Help Topics.
Tip: From Desktop, you can access the online help for an application by clicking Applications,
clicking the name of the application, and then clicking Help > Help Topics in the list of menu items for
that application.
To aid you in finding the information you need, the online help includes the following tabs:
l Contents tab with an outline of the help with links to the help topics.
l Index tab with keywords that link to help topics related to that keyword.
l Search tab or Search text box, where you can type text and click [Search] to locate that text in the
help topics.
Technical assistance
When you need more assistance, visit Sage Customer Resources, the Sage Knowledgebase, Sage City, the
Product Documents website, Live Chat, or Online Case submission.
Introduction
Training
Sage University offers live and recorded online training sessions to help you get the most out of your software.
To access Sage University, either:
l From an application, select Help > Web Resources > Sage University.
l From Desktop, select Help > Sage University.
l From your browser, visit http://www.sageu.com/Sage300CRE.
Contact your business partner for local training.
Note:
For year-end 2019, Sage University is offering the following complimentary classes:
l 2019 Year-end Procedures (U.S.)

l 2019 Year-end Procedures (Canada)
Chapter 1: System Requirements
For assistance in selecting the right business-class computers for your Sage 300 Construction and Real
Estate software, contact your authorized business partner. For information about system environments, see
“Chapter 4: System Guidance,” on page 23.
To install and use Sage 300 Construction and Real Estate version 20.1, your server and workstations must
have Internet access for Sage entitlement and Pervasive licensing requirements.
Refer to the System Requirements article in the Sage Knowledgebase for information about:
l Hardware requirements
l Supported operating systems
l Software requirements
This chapter includes the following sections:

l Privilege settings required for installation and use (the next section)
l “Compatible versions” on page 8
l “Supported upgrade paths” on page 9
l “Data file upgrades” on page 9
Privilege settings required for installation and use

The following sections describe the access rights you need to successfully install and use Sage 300
Construction and Real Estate.
Elevate permissions
You must elevate your permissions before upgrading Sage 300 Construction and Real Estate.
You can usually start a program with elevated privileges by right-clicking the application and selecting Run as
Administrator. In Sage 300 Construction and Real Estate, the application is usually installed in the following
path: /Program Files (x86)/Sage Timberline Office/Accounting.
During certain installation tasks, you will receive another prompt to elevate your privileges. If you do not
acknowledge each prompt within two minutes, the installation process will quit the task. If this occurs, you
will receive a separate prompt asking you to retry the task. Click [Retry] and then elevate your privileges at
the prompt.
Sage 300 Construction and Real Estate program files and data files
You must have full control access rights to all folders or shares that contain Sage 300 Construction and Real
Estate program files and data files.
Full control of specific files and folders required

To use Sage 300 Construction and Real Estate, you must have full control of the following files and folders on
your file server, terminal server, and workstations that have Sage 300 Construction and Real Estate installed.
Make sure that your system administrator also gives you full control of all the subfolders and files.
Operating Required folders

Product Location and specifications
systems and files
Sage 300 All 32-bit: This folder is located on the server, terminal
Construction [Drive]: server, and workstations where you installed
and Real \Program Files Sage 300 Construction and Real Estate. It is
Estate \Timberline Office the default installation location for Sage 300
Construction and Real Estate. However,
64-bit: depending on your system configuration, your
Program Files company may have renamed this folder or
(86)\Timberline installed it to a different location.
Office
Sage 300 Windows 8.1, [Drive]: This folder is located on the workstation or
Construction Windows 10 \Users terminal server where you use Sage 300
and Real \[username] Construction and Real Estate. Sage 300
Estate Windows Server Construction and Real Estate installs
2012 R2, necessary files to this folder and requires that
Windows Server the user has full control of it. Typically, the
2016 user has full control of this folder by default.
Sage 300 All Company data Typically, the data folder is located on the
Construction folder server where you installed Accounting and
and Real Management Products.
Estate
Sage 300 Windows 8.1, [Drive]: This folder is located on the server or host
Construction Windows 10 \ProgramData machine where you use Accounting and
and Real \Sage Management Products. This folder must be
Estate Windows Server \Timberline Office shared. Sage 300 Construction and Real
2012 R2, Estate installs necessary files to this folder
Windows Server and requires that all users have full control
2016 permissions to this folder and all of its
subfolders.
Note: Some of these folders may be hidden. To view them, open Windows Explorer, click the View tab,
and then select the Hidden items check box.
Full control of and read access to specific registry keys required

To use Sage 300 Construction and Real Estate, you must have full control of the following Windows registry
key on your file server, terminal server, and workstations that have Sage 300 Construction and Real Estate
installed. Make sure that your system administrator also gives you full control of all subkeys.
l HKEY_CURRENT_USER
l HKEY_Local_Machine\Software\ODBC
l HKEY_Local_Machine\Software\Pervasive Software
l HKEY_Local_Machine\Software\Timberline
Caution! Incorrectly editing the Microsoft Windows registry may severely damage your system. Sage is
not responsible for damage to your system caused by editing the registry. Before making changes to the
registry, contact your system administrator for assistance and make a backup copy of all valued data.
System administrators should see Microsoft Registry Editor Help topics for detailed instructions.
Compatible versions
Caution! Sage Estimating (Pervasive) - There is no 18.1*, 18.2, 18.3, or 18.4 version of Sage
Estimating (Pervasive). DO NOT install Accounting version 18 if you use Sage Estimating
(Pervasive). However, you can use a compatible version of Sage Estimating (SQL) with Sage 300
Construction and Real Estate version 18.
Caution! Document Management - There is no 18.3 or 18.4 version of Sage Document

Management. DO NOT install the 18.3 or 18.4 version of Accounting if you plan to integrate with
Document Management. Note that Document Management was retired on December 31, 2019; see
Knowledgebase article 91616 for more information about the retirement.
However, you can upgrade Sage 300 Construction and Real Estate Accounting to version 18.3 or 18.4
and run Document Management in a standalone environment; see Knowledgebase article 91608 for more
information.
The following table shows which product versions are compatible, which is partly based on the Crystal
Reports runtime SP they use. If you do not use compatible versions, you may not be able to run Crystal
reports.
Product / Component Version Version Version Version
Sage 300 Construction and Real 18.3, 18.4 18.2 18.1 17.1
Estate
Sage Estimating (Pervasive) NONE NONE NONE* 17.1
Sage Estimating (SQL) 18.12, 19.11, 18.12, 19.11, 18.11 18.11

19.12, 20.1 19.12, 20.1
Sage Document Management NONE 18.2 18.1 17.1
Sage Fixed Assets 2018.1, 2019.1, 2018.1, 2019.1, 2018.0 2018.0

2020.1** 2020.1**
Crystal Reports runtime SP used SP22** SP22** SP19 SP19

by these products
* Except for Australia (version 18.1.3)

Sage Fixed Assets 2018.1,2019.1, and 2020.1 use Crystal Reports runtime SP21. Although Crystal
** reports seem to run correctly when you run these versions of Sage Fixed Assets on the same machine
as Sage 300 Construction and Real Estate 18.2/18.3/18.4 or Sage Estimating (SQL) 18.12/19.11/19.12,
we recommend that you run Sage Fixed Assets on a different machine.
Supported upgrade paths

This section covers the upgrade paths for Accounting.
Note: If you are on a version that is earlier than 14.1, we recommend that you contact your Business
Partner for assistance.
Accounting upgrade paths (without Document Management)

If you are on version 18.1, 18.2, or 18.3, you can upgrade directly to version 18.4.
If you are on version 16.1 or 17.1, you can upgrade directly to version 18.4.
If you are on version 14.1, or 15.1, we recommend that you first upgrade to version 16.1 and upgrade your data
(including Inventory, Purchasing, and Service Management data) before upgrading to version 18.4.
Accounting upgrade paths (with Document Management)

If your Accounting and Document Management products are on version 16.1 or 17.1, you can upgrade directly
to version 18.1 or 18.2. There is no 18.3 or 18.4 version of Sage Document Management.
If your products are on version 14.1 or 15.1, we recommend that you first upgrade both products to 16.1 and
upgrade your data (including Inventory, Purchasing, and Service Management data) before upgrading both
products to version 18.1 or 18.2.
Data file upgrades

You must upgrade all Accounting and Management application data files after you install version 18.
You can upgrade the data files for Accounting applications (except for Service Management, Purchasing, and
Inventory) from Sage Desktop. In the Applications pane, select Common Tasks > Tools > Upgrade files.
Caution! Service Management, Purchasing, and Inventory data files upgrade the first time you open
those applications. You must open the application and perform the upgrade at the server. Upgrading this
data on a workstation will incorrectly set DSNs and cause data access errors after the upgrade is
performed.
Chapter 2: Install Sage 300 Construction
and Real Estate
Version 18 includes the Sage SQL Replicator and changes to licensing.
Important! If you use third-party products that integrate with Sage 300 Construction and Real Estate,
check with the vendor of the third-product to ensure their product if fully compatible with this release. We
do not support rolling Sage 300 Construction and Real Estate back to a previous version and do not
recommend it.
A. Before you install

1 Review the following documents:
l Refer to the System Requirements article in the Sage Knowledgebase for information.
l Read the Release Notes for more details about this release of Sage 300 Construction and Real Estate.
l Review the Installation Checklist.
2 Have your Registration Name and Sage Client ID (Account ID) handy. The ID is a 10-digit number that
starts with 4. See Knowledgebase article 86829 for more information.
Also review the number of uses your company has purchased for each application. You no longer enter
activation codes when you install. Sage 300 Construction and Real Estate automatically accesses the
licenses for the various applications for which your company is entitled. You can check this by logging onto
the Sage Customer Portal; see Knowledgebase article 87017 for more information. If you need to purchase
additional uses, contact your authorized Sage business partner or your Sage customer account manager at
1-800-858-7095 (or email CREsales@sage.com). You can use the new License Administrator tool to
manage the uses of these licenses.
3 Run File Doctor on all files in your current version before upgrading to the next version. Even if you do not
receive a corrupt file message, there may be issues File Doctor finds that it will not be able to fix after
upgrading to version 18.
4 Create a complete backup of all Sage 300 Construction and Real Estate data and program files.
5 If needed, install the appropriate operating system service pack, make sure sufficient hard disk space is
available, and verify that your server and workstations meet all other hardware and software requirements.
If you are upgrading from 9.7 or earlier, the upgrade to 9.8 may cause file sizes to increase up to 200% of
the current size of your data. Be sure to allow for increased disk space requirements when you upgrade.
Do not install Sage 300 Construction and Real Estate products unless you have sufficient hard disk space
available.
6 Make sure that you have full control of the required folders, files, and registry keys on your file server,
terminal server, and workstations that will have Accounting and Management Products installed. For a list
of the required folders, files, and registry keys for your operating system, see “Privilege settings required for
installation and use” on page 4.
Chapter 2: Install Sage 300 Construction and Real Estate
7 Quit all programs and services for the duration of the installation. This includes programs that may be
running in the background, such as anti-virus, email, and backup programs.
Important! Before installing Sage 300 Construction and Real Estate, close your anti-virus programs.
8 For certain operating systems, you must elevate your permissions before installing version 20.1. During
certain installation tasks, you will receive a prompt to elevate your privileges. If you do not acknowledge
each prompt within two minutes, the installation process will quit the task. If this occurs, you will receive a
separate prompt asking you to retry the task. To retry the task, click [Retry] and then elevate your
privileges at the prompt.
9 Verify the upgrade path (see page 9). If you are upgrading from an older version, you may need to install
several versions to become current.
B. Install to a server or stand-alone computer

If you plan to use Sage SQL Replicator or any mobile applications, install Sage 300 Construction and Real
Estate on a machine connected to a domain, but this machine should not be the domain controller.
Important! Do not install Sage 300 Construction and Real Estate unless the machine has sufficient hard
disk space available. Refer to the System Requirements article in the Sage Knowledgebase for
information.
Note: The installation process may restart your server or stand-alone computer several times.
1 At the server or stand-alone computer, log on with full administrative rights. Full administrative rights are
defined as write access to the Windows registry and all folders on the computer (including rights to the root
of all hard drives). If you are unsure whether you have full administrative rights, ask your network
administrator for assistance. Alternately, you can ask your network administrator to log on with the network
administrator ID before you start the installation.
2 Follow the instructions in the version 20.1 download article.
3 Open the folder with the appropriate version number and double-click Install.exe to begin the installation
process.
4 In the Welcome window, click Next.
5 Follow the on-screen instructions to make the following selections. Click Next after each selection.
p Accept the License Agreement.
p Enter your company's Registration name, Client number, and Software Country.
p Choose the Industry Type.
p Choose the Destination for your Sage 300 Construction and Real Estate files.
Note: Beginning with 17.1 Rev 4, you no longer enter activation codes. Sage 300 Construction and
Real Estate automatically accesses the licenses for the various applications for which your company is
entitled.
Before you click [Install], note the following:

l If you receive a firewall warning message during the installation of the Pervasive database engine,
work with your network administrator to allow the Pervasive database engine to communicate through
your firewall software. For example, if a Microsoft Windows Firewall Security Alert window lists the
Database Service Manager by Pervasive Software Inc., confirm with your network administrator
that you want to proceed. Then, select Unblock this program and click [OK].
l You may receive a similar message during the installation of Sage Service Host. Follow the same
steps to proceed.
l If you are required to restart your computer, remember to stop antivirus, backup, and other services
that may have automatically started again after you restart your computer.
6 Click [Install] to begin installing Sage 300 Construction and Real Estate.
7 At the conclusion of the installation, you will be prompted to restart your computer. Restart and then log on
with the same user name that you used when you installed (user name must have full administrative rights).
Important! Wait until you see the All configuration tasks for Sage 300 Construction and Real
Estate completed successfully message. It may take a few minutes before you see the message.
Do not attempt to start any Sage 300 Construction and Real Estate applications until after you receive
this message.
Note: Some of the data and report folders and files will be hidden by default. At the end of the installation,
you can view these hidden files and folders. To view them, open Windows Explorer, click the View tab,
Automatic creation of Timberline Office Share

The installation automatically creates a shared Timberline Office folder at the following location on the server
if one does not already exist: [Drive]:\ProgramData\Sage\Timberline Office
Read and write permissions are automatically granted to Everyone for this folder. If the Timberline Office
folder is already present and shared, the installation will skip this step. The system will not change any
permissions you have already set up.
You will connect your workstations to the shared Timberline Office folder in Step C.
C. Install to a workstation connected to a network

After you install to a server ( as described in Step B), you can install to your workstations or to a computer that
functions as a terminal server.
Important! Do not install Sage 300 Construction and Real Estate unless you have sufficient hard disk
space available. Refer to the System Requirements article in the Sage Knowledgebase for information.
Note: The installation process may restart your workstations several times.
Installing to a terminal server

If you are installing to a computer that will be used as a terminal server, follow the preceding installation steps.
If your terminal server does not host Sage 300 Construction and Real Estate programs and data files, after
installing, verify that the Pervasive.SQL database service on the terminal server uses an account with access
to all Sage 300 Construction and Real Estate program and data files on the server.
To verify your account and access rights:

1 Click the Start icon, select the Windows Administrative Tools program group, and select Services.
2 In the Services window, right-click the Pervasive.SQL service and select Properties.
3 On the Log On tab, select Use this account.
Work with your network administrator to enter an account that has the access rights of the Local System
account and access to all Sage 300 Construction and Real Estate program and data files on the file server; for
example, a domain administrator account.
Note: If you use an account with insufficient access rights, you may receive a Pervasive status code 94
or 3119 error.
Installing to a workstation
Tip: If you have a large number of workstations, you can use a script to silently install the software on
client workstations. For more information, see Knowledgebase article KB 83952.
1 At the workstation, log on with full administrative rights. Full administrative rights are defined as write
access to the Windows registry and all folders on the computer (including rights to the root of all hard
drives). If you are unsure whether you have full administrative rights, ask your network administrator for
assistance. Alternately, you can ask your network administrator to log on with the network administrator ID
before you start the installation.
2 Right click the Start icon and select Run.
3 In the Run window, click [Browse], browse to the \\[Server name]\Timberline
Office\9.5\Accounting\WinInst\Install.exe folder on the server, and then double-click Install.exe.
4 In the Welcome window, click Next.
5 Follow the on-screen instructions to make the following selections. Click Next after each selection.
p Accept the License Agreement.
p Choose the Destination for your Sage 300 Construction and Real Estate files.
6 In the Installation window, click Install.
7 At the conclusion of the installation, when you see the prompt, restart your workstation.
8 Repeat steps 1–7 for each workstation.
Note: Some of the data and report folders and files will be hidden by default. At the end of the installation,
you can view these hidden files and folders. To view them, open Windows Explorer, click the View tab,
D. Upgrade data files

If you upgraded to a new version of Sage 300 Construction and Real Estate, read and follow the information in
this section.
If this is a first-time installation, skip to “F. Install Crystal Reports Designer (optional)” on page 16.
Caution! Service Management, Purchasing, and Inventory have specific upgrade requirements. First,
log onto the file server as an administrator. Then open and upgrade Service Management, Purchasing,
and Inventory data files at the server the first time you open these applications. Upgrading this data on a
workstation will incorrectly set DSNs and cause data access errors after the upgrade is completed.
Prepare to upgrade files

For optimal performance, we recommend that you upgrade your data from the server. If you prefer to upgrade
your data from a workstation instead, you must ensure that the same version and update are installed on both
the server and the workstation before starting the Upgrade Files process.
1 Back up your data files.
2 Make sure all users have closed Sage 300 Construction and Real Estate applications.
3 Log in to Sage 300 Construction and Real Estate as the application administrator.
4 Open Sage Desktop, select your company, and click [OK]. If you do not see your company:
a Click [Specify Folders].
b In the Specify Data Folders Path window, click [Browse], select the UNC path to the folder that
contains your Sage 300 Construction and Real Estate data, and click [OK].
c Select your data folder from the Specified Folders area and click [OK].
d Select your company from the list of companies in the Select Company window and click [OK].
5 If you use File Locations and the path is not accessible from the server (for example, you use mapped
drives instead of specific paths), modify the locations to point to files on the local hard drive of your server.
Tip: We recommend that you convert your mapped drives to the equivalent UNC paths using the
following instructions. If you convert now, you will not have to perform this step during future upgrades,
and you can skip to “Restore file locations” on page 15.
a From Sage Desktop in the Applications pane, select Common Tasks > File > Company Settings >
File Locations.
b In the File Locations window, look for network paths in the Data Folder column.
c If you have network paths, write them down (you need this information when you restore the file locations
later) and then modify each network path to point to the appropriate file on the local hard drive of your
server.
d Click [OK] to close the File Locations window.
6 Repeat steps 4 and 5 for each company data folder you will upgrade.
Upgrade files
Files cannot be in use while they are being upgraded.
1 In Sage Desktop in the Applications pane, select Common Tasks > Tools > Upgrade files.
2 In the Upgrade Files - Print Selection window, select the data folders to upgrade:
p Current data folder: Upgrades only the files in the data folder in which you currently work.
p All data folders: Upgrades files in all data folders that appear in the Open Company window. This may
include data folders on other drives. The upgrade process can take a long time if you have many data
folders.
Note: We recommend that you upgrade all data folders after you install version 20.1.
3 Click [Start].
4 In the Print File Selection window for File name, type a name for the upgrade report file, and then click
[Save].
The upgrade process begins in the background.
5 When the process is complete, review the report.
Restore file locations

If you use UNC paths, you can skip this step now and in future upgrades.
If you use mapped drives instead of UNC paths and the modified file locations and path are not accessible
from the server, restore the previous file location entries:
1 From Sage Desktop in the Applications pane, select Common Tasks > File > Company Settings >
File Locations.
2 In the File Locations window, find the file locations you changed previously and change them back to the
original network path.
3 Click [OK] to close the File Locations window.
E. Upgrade custom Crystal Reports designs

If you upgraded from version 13.1 or earlier and have custom Crystal Reports designs, you must upgrade
them before they can be used in Sage 300 Construction and Real Estate by running the Upgrade Crystal
Reports Tool.
To access the tool, click the Start icon, select the Sage Administration program group, right-click Upgrade
Crystal Reports, and then select Run as administrator.
For more information, click (the help button) in the tool's window.
F. Install Crystal Reports Designer (optional)

If you own Crystal Reports Designer, you must install Crystal Reports For Sage 2013 SP2, which is
compatible with Sage 300 Construction and Real Estate versions 14.1 through 20.1. If you have already
installed it, you can skip this step. For more information about setting up Crystal Reports with Sage 300
Construction and Real Estate, see “Chapter 7: Crystal Reports,” on page 67.
Caution! Crystal Reports For Sage 2013 SP2 software only runs on Windows 7 SP1, Windows
Server 2008 R2, or higher operating systems (not Windows Vista).
To install Crystal Reports For Sage 2013 SP2:

1 Ensure all Windows programs are closed.
2 On the server or workstation where your report designs are kept, open the email with the download
information, click the download link, run the download, and select the folder for the download files.
3 Click [Yes] to run the setup wizard.
4 In the Crystal Reports For Sage 2013 SP2 setup window, click [Next] and follow the on-screen
instructions to run the installation.
5 When you see the message that Crystal Reports For Sage 2013 SP2 has been successfully installed, click
[Close].
G. Install SQL Server (to run Sage SQL Replicator)

Version 18 includes the Sage SQL Replicator, which takes the Sage 300 Construction and Real Estate data
stored in the Actian Pervasive database and replicates it in a SQL database. Before you can use the
Replicator, use the Sage Universal SQL Installer to install an instance of the SQL database to hold your data.
You cannot install SQL Server on a Domain Controller. For detailed information, see the Sage SQL Replicator
Setup Guide.
Note: The size of the replicated data is larger than the original Pervasive data because replicator adds
views and indexes the data. To determine if you can use SQL Server Express, add the size of the
PVData, POIV Data, SM Data folders and the master.qxm file together for each company. If the sum is
greater than 6 GB, you must use full SQL Server.
After you install SQL, open the System Administrator tool (found in the Sage Administration program group).
On the Replicator Configuration tab, select the replication configuration settings. If you want to start the
replication, click [Start].
If your company plans to use any of the mobile applications, click [Link to Mobile].
H. After you install

Some of the data and report folders and files will be hidden by default. At the end of the installation, you can
view these hidden files and folders. To view them, open Windows Explorer, click the View tab, and then
select the Hidden items check box.
Elevated permission levels after installing

If you install Service Management (SM), Purchasing (PO), and Inventory (IV) on Windows 7, Windows
Server 2008 R2, or later, you should elevate your permission level. Crystal Reports may not run correctly in
these applications if the permission level is set too low. If you encounter an error message when starting SM,
PO, or IV for the first time after installation, close the application, elevate your permission level, and start the
application again. To do this:
1 Close the Pervasive Workgroup engine (Right-click the Pervasive Database icon in the systems tray and
select Stop Engines and Exit.)
2 Navigate to SM.exe, PO.exe, or IV.exe. The default location for these files is C:\Program Files
(x86)\Timberline Office\Shared.
3 Select Run as Administrator.
4 Open each company data set at the server.
5 Repeat these steps for each company data folder.
If you have Purchasing, Inventory, or Service Management data in

Program Files
If, before upgrading, your company data folder was inside the Program Files folder in Purchasing (PO),
Inventory (IV), or Service Management (SM), follow these steps at the server to move your data to a shared
location and make the data available to your users.
1 Move the data files to a shared location. The default shared location is:
\\[Server name]\Timberline Office\Data
2 At the server, remove all Pervasive System DSNs and User DSNs for each Sage 300 Construction and
Real Estate installation:
a Click the Start icon, select the Windows Administrative Tools program group, and select ODBC Data
Sources (32-bit).
b In the ODBC Data Source Administrator window on the System DSN tab, select the first Name
associated with a Pervasive ODBC Engine Interface Driver, and then click [Remove].
c Repeat this process to remove each Name associated with a Pervasive ODBC Engine Interface
Driver.
d On the User DSN tab, select the first Name associated with a Pervasive ODBC Client Interface
Driver, and then click [Remove].
e Repeat this process to remove each Name associated with a Pervasive ODBC Client Interface
Driver.
f Click [OK].
3 At the server, delete the DBNAMES.CFG file:
a From \\[Server name]\WINDOWS, right-click DBNAMES.CFG, and select Delete.
b In the Confirm File Delete window, click [Yes].
4 Add each company to the company list:
a In TS-Main, select File > Open Company.
b Click [Specify Folders].
c Click [Browse] and browse to the shared location from step 1.
d Select a folder and click [OK].
e At the server, open the SM, PO, or IV applications for each Sage 300 Construction and Real Estate
company.
f Repeat these steps for each company folder that you want to add.
5 If you use security, give the appropriate users rights to the companies; in Sage Desktop, select Options >
Security Administration, click User Setup, and then click Companies.
I. Final steps
1 Restart all programs and services that you shut down for the installation.
2 Review the following guidelines for custom reports or custom third-party applications.
p If you have custom reports that use the Crystal Reports format, be sure to open these reports in Crystal
Reports Professional, select Database > Verify Database, and then save the report.
p If you use Inventory, Purchasing, or Service Management custom Crystal reports, see page 98 or
page 102 for special information and detailed instructions about upgrading these reports.
p As with any release, database changes in Sage 300 Construction and Real Estate applications may
affect your custom report designs or custom third-party applications. Contact your authorized business
partner to discuss any issues relating to custom reports or third-party applications.
Chapter 3: Server Migration

The server and data migration tool enables you to easily copy and transfer your Sage 300 Construction and
Real Estate Accounting data and customizations to a new server. Items transferred include:
l Company data
l Security settings
l Custom fields
l User formulas
l Reports and reports menu
l Inquiries
l Macros
l Attachments
You can select which companies you want to copy, giving you the flexibility to include all companies or only
selected companies.
Tip: Click [Help] in any of the server migration windows for more information.
Things to know before you begin

n You must first install Sage 300 Construction and Real Estate Accounting version 20.1 on your new
server to access the server migration tool.
n The server migration process copies data from the old server to the new server. Data is not removed
from the old server.
n You can migrate data from Sage 300 Construction and Real Estate version 9.6 or later.
n You must have administrative rights to the new server and a minimum of read permission to the old
server.
n Your new server must have enough disk space to hold the information from the old server.
n If you added reports to the Report menus on your old server using mapped drives, create identical
drive mapping for reports on your new server before performing the migration.
n Macros that you want to migrate must be in the Company folder on the old server prior to migration.
You can copy the macros to the Company folder, if necessary. If the macros are not in the Company
folder, you will need to recreate them on the new server after the migration.
n If you are using File Locations (File>Company Settings>File Locations) and the path to the file
points to the old server location, you should update this path prior to upgrading your data. During a data
upgrade, the program follows the path selected in File Locations to upgrade the data file. If that path is
the old location, data files in the old location/server are upgraded instead of data in the new
location/server.
n We recommend that you perform a test migration, then validate that all of your data, reports, macros
and settings work properly on the new server. You can then stop work on the old server and perform the
migration again with the latest files.
n The migration will overwrite companies and security on the new server. You should perform the
migration before setting up companies and security (for example, before setting up a new job).
n Most of the migration tasks are performed in a few minutes. However, moving attachments can take
more time. If you have many attachments, consider transferring them during non-business hours.
n Document Management items are not included in the migration. For additional information, access the
Knowledgebase at https://support.na.sage.com, log on, and search for the following articles:
n Document Management—Article ID: 22160
n Migration—Article ID: 22043
After you migrate your server, you must uninstall and then reinstall Sage 300 Construction and Real Estate on
all workstations so they interact with the data on the new server instead of the old.
Recommended procedure
Preparing your new server
If you have not already installed and run Sage 300 Construction and Real Estate, do so now.
1 Install Sage 300 Construction and Real Estate Accounting version 20.1 on your new server.
2 Click the Start icon, select the Sage Administration program group, and select Sage System Verifier.
3 In the Sage System Verifier window, click [Scan System].
4 When the system verification has completed, click [Close].
5 Set up administrative rights on the new server.
6 Set up existing or new printers on your new server. The TS PDF printer cannot be the only printer on your
system and cannot be selected as the default.
Migrating your server

1 On the new server, open your program files folder and \Timberline Office\Shared, and then double-click
Sage.STO.ServerMigrator.exe.
2 In the Server Migration Tool window for Old server location, type the path or browse to the location
where Sage 300 Construction and Real Estate installed on your old server.
For example: \\oldservername\Timberline Office\9.5
3 Verify or change the server migration log path (on the new server) for Log file path. For example:
\\newservername\Timberline Office\9.5\Accounting\Migration\ServerMigrationLog 1.pdf
4 Click [Validate] to perform a test of the files to be transferred.
5 When you see the Validation complete message and the validation is successful, click [Migrate].
6 When you see the Migration complete message, view the server migration log (that you set up in Step 3)
to ensure that all files were transferred correctly.
Migrating your data folders

1 On the new server, open your program files folder and \Timberline Office\Shared, and then double-click
Sage.STO.ServerDataMigrator.exe.
2 In the Server Data Location window, verify or change the data folder migration log name and path (on the
new server) for Log file path. For example:
\\newservername\Timberline Office\9.5\Accounting\Migration\ServerDataMigrationLog 1.pdf
3 Select the companies whose data you want to copy.
4 Click [Validate] to perform a test of the files to be copied.
5 When you see the Validation complete message and the validation is successful, click [Migrate data
folders].
6 When you see the Migration complete message, view the server data migration log (that you set up in
Step 2) to ensure that all files were copied correctly.
Migrating your macros

Any macros that you have must be in the Company folder on the old server prior to migration. You can copy
the macros to the Company folder, if necessary. If the macros are not in the Company folder, you will need to
recreate them on the new server after the migration.
1 If the Server Data Location window is not already open on the new server, open your program files folder
and \Timberline Office\Shared, and then double-click Sage.STO.ServerDataMigrator.exe.
2 In the Server Data Location window, verify or change the macro migration log name and path (on the new
server) for Log file path. For example:
\\newservername\Timberline Office\9.5\Accounting\Migration\MacroMigration.pdf
3 Select the companies whose macros you want to copy.
4 Click [Migrate Macros].
5 In the Macro Printer List window, verify the printers that you want to use are listed. Click [Change] if you
want to select different printers.
6 Click [Migrate Macros].
7 When you see the Macro migration complete message, view the macro migration log (that you set up in
Step 2) to ensure that all macros were transferred correctly.
Migrating your attachments
Note: Migrating attachments can take some time. If you have many attachments, you may want to
consider migrating them during non-business hours.
1 If the Server Data Location window is not already open on the new server, open your program files folder
and \Timberline Office\Shared, and then double-click Sage.STO.ServerDataMigrator.exe.
2 In the Server Data Location window, verify or change the attachment migration log name and path (on the
new server) for Log file path. For example:
\\newservername\Timberline Office\9.5\Accounting\Migration\AttachmentMigration.pdf
3 Select the companies whose attachments you want to copy.
4 Click [Migrate attachments].
5 In the Attachment Paths window, review the table showing the old and new locations for each set of
attachments. You can change the new location.
a If you want to change the new attachment path for all rows to the default location on the new server, click
[Use default location].
b If you want to replace portions of the new paths in specific rows, select the check box in front of the rows
that you want to change, click [Replace selected], type the old text (for Find), type the new text (for
Replace), and then click [OK].
c If you want to change the new path for one row, either:
l Click in the New attachment path column and type the new path.
l Click [Change], specify the new path, and then click [OK].
6 When the rows display the desired new attachment paths, click [Migrate attachments].
7 When you see the Attachment migration complete message, view the attachment migration log (that you
set up in Step 2) to ensure that all attachments were transferred correctly.
Updating your workstations

After you migrate your server, you must uninstall and then reinstall Sage 300 Construction and Real Estate on
all workstations so they interact with the data on the new server instead of the old.
1 On the workstation, uninstall the program by opening the Control Panel, selecting Uninstall a program,
right-clicking Sage 300 Construction and Real Estate and selecting Uninstall.
2 Follow the instructions on page 13 for installing Sage 300 Construction and Real Estate on a workstation.
3 Repeat these steps for every workstation running Sage 300 Construction and Real Estate.
Chapter 4: System Guidance

General information
Review the hardware and software requirements. For details about installing, see “Chapter 2: Install Sage 300
Construction and Real Estate” on page 10.
Backups
We strongly recommend that you back up all Sage 300 Construction and Real Estate data files to external
media daily.
Note: For information about backing up Document Management, see the Document Management User's
Guide.
Consider the following as you develop your backup plan:

n Use Sage System Administrator to back up and restore your data files. This is especially important if you
use Sage SQL Replicator. The File Tools backup and restore operations do not back up and restore the
SQL data, which may result in data integrity issues.
n Verify that when a folder is included in a backup, the subfolders are also included.
n Schedule the backup during off-peak hours. All users must close Sage 300 Construction and Real Estate
before you back up files.
n Always back up your entire Sage 300 Construction and Real Estate dataset. Do not perform incremental
backups.
n Back up all data and application files within the Sage folder: [Drive:]\Program Data\Sage
n Review the backup to be sure all data has been included. Back up all data and files, even if they are outside
the default folders.
Tip: To see a list of folders that are outside the current data folder, from the Applications pane in
Sage Desktop, select Common Tasks > File > Company Settings > File Locations.
n Store backup media in a secure location outside your building.

n Test backups by restoring them to test folders. Environmental issues and files in use can affect the integrity
of a backup. These tests are important because backup media may have a limited life and backup devices
may malfunction.
Caution! When you test a backup, keep the restored data separate from your production data.
Important! Restoring your business data requires advanced knowledge of the Actian Pervasive,
Microsoft SQL, and Sage 300 Construction and Real Estate file systems. We strongly recommend you
undertake this process with a knowledgeable professional, such as your business partner, certified
consultant, or Sage Customer Service representative.
Virus scanning
Do not actively scan Pervasive program files, Sage 300 Construction and Real Estate program files, or Sage
300 Construction and Real Estate data files for viruses during production hours.
Important! Scan these files at a time when they are not in use. For example, schedule a daily virus scan
at night.
Actively scanning Pervasive program files, Sage 300 Construction and Real Estate program files, or Sage
300 Construction and Real Estate data files for viruses may cause Sage 300 Construction and Real Estate to
run slowly or to close unexpectedly. Typical folders that contain files that you should not scan include:
n Sage 300 Construction and Real Estate program files:
[Drive]:\Program Files\Timberline Office
n Sage 300 Construction and Real Estate data files:
[Drive]:\TSData
n Pervasive program files:
C:\Program Data\Pervasive Software
Windows User Account Control (UAC)

Sage 300 Construction and Real Estate is designed to work with the Windows User Account Control (UAC)
security scheme. With Windows 7, Windows Server 2008 R2, and later, you cannot save a file to a folder to
which you do not have read/write permissions assigned. If such an attempt is made, Windows security
diverts your data to a copy of the data file or report and associates the copy with your user profile, thereby
possibly compromising the integrity of your application. To prevent this, Sage 300 Construction and Real
Estate applications present you with an error message if you try to save a file to such a location. See page 28
for more information about moving your data folders for compliance with UAC.
Accounting and Management products

n New installations of Sage 300 Construction and Real Estate on Windows 7, Windows Server 2008 R2, or
later operating systems will place data files in the Drive]:\ProgramData\Timberline Office folder.
n Upgrades to existing installations on Windows 7, Windows Server 2008 R2, or later require you to share the
data folders and assign read/write permissions or move the folders to a shared location and assign
read/write permission to the shared location.
Note: You can share the data files before installing the upgrade. You can move data folders after
completing the upgrade installation. If you move your data files and you use File Locations (File >
Company Settings > File Locations) to allow other data folders to access the folder's data files, be sure
you update the locations using File Locations for each affected data folder.
If you install in a client/server environment, note that the WinInst folder and corresponding Install.exe file was
moved in 9.5. The path to the WinInst folder is:
[Drive]:\Program Data\\Sage\Timberline Office\9.5\Accounting\WinInst\Install.exe
Hidden folders
Some folders may be hidden. To view them, open Windows Explorer, click the View tab, and then select the
Hidden items check box.
NTFS file compression

Do not use NTFS file compression on data or program files for Sage 300 Construction and Real Estate. Using
Microsoft Windows NTFS file system to compress files causes Sage 300 Construction and Real Estate to
run very slowly.
Terminal services
For terminal services:
n Configure terminal services to maintain an operator’s session during connection breaks. This prevents a
program from closing unexpectedly and helps preserve data integrity. To set up this aspect of Windows
Terminal Services, use the Terminal Services Configuration program. For more information about using
terminal services, see “Terminal services” on page 30
n Do not use fast user switching. Sage 300 Construction and Real Estate does not support fast user
switching on Windows 7 or later.
Pervasive database engines

The Pervasive database engines provide access to Sage 300 Construction and Real Estate data files. To use
Sage 300 Construction and Real Estate, users must have full control of the Pervasive installation folder and
subfolders.
n Do not use the Subst or Netdrv commands in windows. These commands may cause Pervasive status
code 11 or 116 errors.
n Do not exclusively use the NetBEUI network protocol. This protocol is not supported. If NetBEUI is your
only network protocol, you must install TCP/IP before you install Sage 300 Construction and Real Estate. If
no applications require the NetBEUI protocol, consult with a network technician about removing it.
Firewalls and Sage Service Host

Beginning with Sage 300 Construction and Real Estate version 9.5, the Sage Service Host uses TCP instead
of named pipes for inter-machine communication. Sage Service Host is a Windows service that runs on Sage
300 Construction and Real Estate servers and workstations. This service facilitates communication between
Sage 300 Construction and Real Estate applications.
If you use Windows Firewall, you do not need to take any action, as Windows Firewall is configured during
installation to work correctly with Sage 300 Construction and Real Estate. However, if you use a non-
Windows firewall, you may need to manually adjust some settings to ensure proper performance.
Setting up Sage Service Host on firewalls other than Windows Firewall

If you use a firewall other than Windows Firewall, you may be prompted during installation that the Sage
Service Host is attempting to access the internet or is attempting to act as a server. The Sage Service Host
must be given permission to perform these types of activities.
If you need to manually set up this exception, make the following changes on every machine where Sage 300
Construction and Real Estate is installed:
n Set up your firewall to allow an exception for the Sage Service Host. Refer to the Windows Firewall
instructions below and your firewall documentation for specific instructions.
n If you have other software that uses TCP ports 8101 and 8102, you may need to manually configure either
the other software or the Sage Service Host to use different port numbers.
The Sage Service Host port numbers can be configured in the Sage.STO.9.5.xml file. This file is located in
Documents and Settings\All Users\Application Data\Sage\LS1\ServiceHost\1.0\Configuration. If
you need to change the default port numbers for Sage Service Host, this file should be changed on every
machine on the network where Sage 300 Construction and Real Estate is being installed, including the
accounting server.
Setting up Sage Service Host on a Windows Firewall

Windows Firewall is automatically configured during installation to work correctly with Sage Service Host.
However, if you need to manually set up Sage Service Host to communicate on a Windows Firewall, do the
following:
n Open Windows Firewall and select the Exceptions tab. If Sage Service Host is not on the list, you can add
it by selecting [Add Program], and then browsing to the following path: [Drive]: \Program
Files\Common Files\Sage\LS1\ServiceHost\1.0\ Sage.LS1.ServiceHost.exe.
n By default, the exception is set for any computer on the network. You can adjust this setting by selecting
[Change Scope].
n If you have other software that uses TCP ports 8101 and 8102, you may need to manually configure either
the other software or the Sage Service Host to use different port numbers.
The Sage Service Host port numbers can be configured in the Sage.STO.9.5.xml file. This file is located in
Documents and Settings\All Users\Application Data\Sage\LS1\ServiceHost\1.0\Configuration. If
you need to change the default port numbers for Sage Service Host, this file should be changed on every
computer on the network where Sage 300 Construction and Real Estate is being installed, including the
accounting server.
Troubleshooting
This section contains answers to the following questions:
l “If Sage 300 Construction and Real Estate stops responding during the workstation installation, how
can I resolve this?”
l “How do I move Accounting and Management products from one server to another?” on page 27
l “Why am I getting an error message when I try to save data or reports?” on page 28
l “I upgraded from Sage 300 Construction and Real Estate 9.4. Do I need to move my data folders or
reports to comply with User Account Control (UAC) requirements?” on page 28
l “Which Accounting and Management files were moved for Sage 300 Construction and Real Estate?”
on page 29
When you need more assistance, visit Sage Customer Resources, the Sage Knowledgebase, Sage City, the
Product Documents website, Live Chat, or Online Case submission.
If Sage 300 Construction and Real Estate stops responding during the
workstation installation, how can I resolve this?
Try the following:
n Turn off antivirus software and unnecessary programs before you install.
n Verify that you have full user rights to the parent folder of the application data folders containing files needed
so that Sage 300 Construction and Real Estate can run correctly.
For Accounting and Management applications, the default location is:
[Drive]:\Program Data\Sage.
How do I move Accounting and Management products from one server to

another?
Use the server migration tool found in Sage 300 Construction and Real Estate. For detailed instructions, see
“Chapter 3: Server Migration” on page 19. You can also access the Knowledgebase Article ID 22043 at
https://support.na.sage.com.
Caution! Incorrectly moving Sage 300 Construction and Real Estate data folders may severely damage
your system. Sage Software is not responsible for damage to your data caused by incorrectly moving your
Sage 300 Construction and Real Estate data folders. Before making changes to your Sage 300
Construction and Real Estate data, contact your system administrator for assistance and make a backup
copy of all valued data.
Note: Versions of Sage 300 Construction and Real Estate prior to 9.5 will not install correctly on
machines with a Windows 2007, Microsoft Server 2008 R2, or later operating system.
Why am I getting an error message when I try to save data or reports?

You cannot save data or report files to a location for which you do not have read/write permissions. This is to
comply with Windows security requirements. To save the file, you must first have read/write permissions
assigned or else save the file to another location to which you already have these permissions.
I upgraded from Sage 300 Construction and Real Estate 9.4. Do I need to
move my data folders or reports to comply with User Account Control
(UAC) requirements?
For Accounting & Management applications, you do not need to move folders to comply with UAC
requirements unless you also install the Windows Server 2008 R2 operating system.
If you install on Windows Server 2008 R2 or Windows 7, you do not need to move folders if they are already
shared. If your data and report folders are not already shared, you will need to share the location or move them
to a shared location and then update their location at File > Open Company > [Specify Folders]. Refer to
“Which Accounting and Management files were moved for Sage 300 Construction and Real Estate?” (the next
question) for information on folder locations.
The Sage 300 Construction and Real Estate folder continues to exist under Program Files but contains only
the essential binary files required for the applications to operate.
In Purchasing (PO) and Inventory (IV), if you originally set up your company (data) folder inside the Program
Files folder, your data will not be accessible after you upgrade.
To prevent this issue, you should move your data from the Program Files folder to a different location prior to
upgrading, as described in “Windows User Account Control (UAC) ” on page 24.
Opening Purchasing or Inventory from a workstation before opening on a server will cause the DSN to be set
incorrectly. After Purchasing or Inventory has been opened at the server, the applications can be opened at
any workstation.
This issue is not specific to UAC but the solution to resolve it is the same.
After installation, verify your application operates correctly and you have access to your data, then remove the
original data files from the Program Files folder.
Which Accounting and Management files were moved for Sage 300
Construction and Real Estate?
Many Sage 300 Construction and Real Estate folders were moved from the Program Files folder to a shared
location beginning with the 9.5 release. A list of the affected Accounting & Management application folders is
provided in the following table.
Note: Some folders may be hidden. To view them, open Windows Explorer, click the View tab, and then
select the Hidden items check box.
File/Original Location New Location (Windows Server 2008 R2)
[Program Files]\Timberline ProgramData\Sage\TimberlineOffice\9.5\Accounting\Formula

Office\Accounting\Formula
[Program Files]\Timberline ProgramData\Sage\TimberlineOffice\9.5\Accounting\Inquiry

Office\Accounting\Inquiry
[Program Files]\Timberline ProgramData\Sage\TimberlineOffice\9.5\Accounting\Report

Office\Accounting\Report
[Program Files]\Timberline ProgramData\Sage\TimberlineOffice\9.5\Accounting\Template

Office\Accounting\Template
[Program Files]\Timberline ProgramData\Sage\TimberlineOffice\Data\[Sample Data Folders]

Office\Accounting\
[Sample Data Folders]
[Program Files]\Timberline ProgramData\Sage\TimberlineOffice\9.5\Accounting\Wininst

Office\Accounting\Wininst
[Program Files]\Timberline ProgramData\Sage\TimberlineOffice\9.5\Documents

Office\Documents
Terminal services
Windows Terminal Services is a component of Microsoft Windows Server. Terminal Services consists of a
terminal server and one or more remote workstations. It enables users to access programs or data stored on a
remote computer by a phone, network, Internet connection, or other communication methods.
Remote network connections do not provide adequate bandwidth to run Sage 300 Construction and Real
Estate products without the use of Terminal Services. Terminal Services provides remote users with a stable
and well-performing experience.
Important! If you use Citrix MetaFrame, you must install it before you install Sage 300 Construction and
Real Estate.
You can install Sage 300 Construction and Real Estate applications on your terminal server (as described on
page 13), or you can use Terminal Services in conjunction with a server for Sage 300 Construction and Real
Estate.
Note: Sage does not support the administrative configuration of Terminal Services with Sage 300
Construction and Real Estate products because it is a partially configured version of Terminal Services.
Printers
General guidelines
Sage 300 Construction and Real Estate supports the use of business-class laser printers.
We no longer support the use of dot matrix printers for printing 1099 and W-2 forms.
Instead, use a laser printer. Some reports that use the Crystal Reports® format require a laser printer. For
example, you must use a laser printer to generate cost and contract invoices (AIA documents) in Billing,
Service Management, Purchasing, and Inventory.
You should use inkjet or bubble jet printers only as backup printers; we do not test inkjet or bubble jet printers.
Printer driver
We recommend that you use a PCL 5e printer driver.
Most new printers also support a PCL 6 printer driver. A PCL 6 driver supports higher resolutions than a PCL
5e driver (1200 dots per inch versus 600 dots per inch). However, because of its higher resolution (and, thus,
greater memory needs), PCL-6-based printing uses more toner, is slower, and is sometimes unstable.
Many printers come with both PCL 5e drivers and PCL 6 drivers. If your printer does not come with a PCL 5e
driver, your printer manufacturer probably offers one for free online.
Try using the PCL 5e driver first. Switch to a PCL 6 driver only if your printer does not function properly with a
PCL 5e driver.
Margins
The following margins work with most laser printers.
Products Top margin Bottom margin Left margin Right margin
Accounting and Management 0.25 inches 0.5 inches 0.25 inches 0.5 inches
products
Installing, moving, or removing Sage 300 Construction and

Real Estate products
Sage 300 Construction and Real Estate uses Microsoft Installer (MSI) for the installation, repair, modification,
and removal of Accounting and Management Products.
Installation
The MSI installation occurs automatically when you install Accounting and Management Products. Use the
Microsoft® Event Viewer to review the final status of the installation. You can find the Event Viewer in the
Control Panel > Administrative Tools folder. For information about installing, see “Chapter 2: Install Sage
300 Construction and Real Estate” on page 10
Auto-repair feature
This feature occurs automatically when you start an application and does not require any action or response.
MSI tracks important groupings of files that are necessary for an application to run. If an important component
is missing, MSI restores these files from the original installation source.
If MSI detects missing components, you may notice a brief delay of approximately two minutes while MSI
validates them. In a Sage 300 Construction and Real Estate server configuration, you will be prompted for the
installation DVD unless the installation source was copied and installed from the hard drive. On a workstation
running Sage 300 Construction and Real Estate, the utility retrieves the missing files from the shared Sage
300 Construction and Real Estate server if a valid network connection exists.
Use the Microsoft Event Viewer to review the changes made to the installation. You can find the Event
Viewer in the Control Panel > Administrative Tools folder.
Modify option
Use this option to add new programs or change program uses. This option is available when you reinstall a
currently installed version of Accounting and Management Products on the server.
This utility proceeds through the traditional installation routine with the exception that you cannot change your
registration name or client number.
To start the utility, begin the installation process by double-clicking Install.exe. In the Accounting Server -
InstallShield Wizard window, select Modify.
Remove utility
Use the Remove utility to permanently remove Sage 300 Construction and Real Estate products from a
server or workstation. For additional information, see “Removing Accounting and Management products
entirely” (the next section)
This utility removes application files and application registry folders which are created during the application
installation process. It does not necessarily return the server or workstation to its original state. Files and
registry values modified or created during the use of Accounting and Management products will still exist (for
example, \HKEY_CURRENT_USER\Software\Timberline).
Removing Accounting and Management products entirely

A complete removal of the Accounting and Management Products includes running the uninstall program first,
then manually deleting the Program folder for Sage 300 Construction and Real Estate, manually deleting the
application data folder for Sage 300 Construction and Real Estate, manually deleting the Current User registry
keys for Sage 300 Construction and Real Estate, and uninstalling any third-party prerequisite products. If you
decide to reinstall after doing a complete removal of Accounting and Management Products, you must restore
all Accounting and Management Products folders and files from a backup and then reinstall the Accounting
and Management Products.
Summary of removal steps

1 Back up the Sage 300 Construction and Real Estate program folder and all company data. Confirm that the
backup was successful before continuing.
2 Remove Sage 300 Construction and Real Estate using the Remove utility. To start the utility, open the
Windows Add or Remove Programs feature, select Timberline Accounting Server or Timberline
Accounting Client, and then click [Remove].
3 Use Windows Explorer to delete the Sage 300 Construction and Real Estate folder (typically installed at
X:\Program Files\Timberline Office).
4 Use Windows Explorer to delete the Sage application data folder. This is typically installed at
[Drive]:\Program Data\Sage.
5 (Optional) Use the Microsoft Registry Editor to delete the registry key
\HKEY_CURRENT_USER\Software\Timberline.
6 Use Windows Add or Remove Programs to remove Pervasive.SQL Server from the Sage 300
Construction and Real Estate Server.
7 Use Windows Add or Remove Programs to remove Pervasive.SQL Workgroup from Sage 300
Construction and Real Estate workstations.
Chapter 5: Security
Chapter 5: Security
Security overview
If you have many people working in your office, you may not want each one to have access to all the features
of the software. For instance, you may not want all staff members to be able to print checks or to print reports
that include sensitive data.
You can use the security function in Sage 300 Construction and Real Estate to restrict access to various
areas of the software.
Sage 300 Construction and Real Estate security is set up through the Security Administration tool in Sage
Desktop (by selecting Options > Security Administration).
User types
The Security Administration tool for Sage 300 Construction and Real Estate includes three types of users:
security administrators, application administrators, and Sage 300 Construction and Real Estate users.
n Security administrators set up and maintain accounts for users. For a complete list of tasks that a
security administrator can perform, see “Setting up security ” on page 42
n Application administrators can restrict access to software features and data that each user has
permission to access. They define roles and assign users to the roles. For a complete list of tasks that an
application administrator can perform, see “Setting up security ” on page 42
n Users have task permissions defined by the application administrator. These permissions can range from
none to almost as extensive as an application administrator. Users can have the same level of file and
record access as an application administrator. Users can have access to one or more companies.
n A role represents a group of users who have the same security requirements. A role has its own user name
and its own task, record, file, and company permissions.
The use of roles often saves setup time, because the application administrator can assign permissions to
new users simply by assigning them to an existing role. The use of roles can also clarify your company's
security plan because the application administrator can create roles that correspond to the company's
organizational structure. For example, the application administrator can create roles for Accounts Payable
clerks, Payroll clerks, property managers, and project managers.
Chapter 5: Security
Types of security
n Task security restricts access to menu items and certain tasks. For example, you can control who can set
up vendors in Accounts Payable.
With task security, an application administrator can restrict access to menu items and certain tasks found
within windows. For example, task security can control access to the Setup > Vendors menu item in
Accounts Payable (AP.) Also, task security can control whether you can approve a change order in the
Item Status field of the Enter Change Order Items - Scope of Change window in Job Cost.
In the following example of task security, an application administrator assigns task permissions based on
the tasks that the employees need to perform.
Permission to Permission to Permission to

Role
AP Settings? Post Invoices? AP Reports?
CONTROL (controller) Yes Yes Yes
APCLERK (AP clerk) Yes Yes
PROJMGR (project manager) Yes
Note: If employees are going to run reports with SQL data, they need to have read permissions to the
relevant SQL tables. See the tables in SQL Data Access > Read Access in the Tasks tree.
n File security blocks all access to a file and restricts ODBC access. For example, you can restrict access
to sensitive payroll files.
File security allows application administrators to block all access to a file. This includes access through
open database connectivity and through all related tasks, reports, and inquiries. This differs from task
security, which allows application administrators to block tasks selectively and does not allow them to
control ODBC access.
In the following example of file security, a company has two Payroll (PR) master files. One is for the
executive staff and the other is for the field staff. In order to keep the executive payroll information private,
the company creates a separate role for users that handle the executive PR master file.
Access to Exec Access to Field

Role Users
PR Master File? PR Master File?
EXECPR Controller and a Yes, for all users

(executive payroll) senior payroll clerk assigned to this role
FIELDPR Controller and all Yes, for all users

(field payroll) payroll clerks assigned to this role
In this example, the senior payroll clerk is a member of both the EXECPR and FIELDPR roles. A user can
belong to more than one role.
Chapter 5: Security
n Record security controls access to certain records so that reports and inquiries display only the records to
which the user has security access. For example, you can restrict reporting and inquiries on jobs or bank
accounts.
n Company security restricts access to which companies a user can see. Application administrators can
grant a user access to specific companies. Security administrators and application administrators have
access to all companies.
n Application security prevents unauthorized users from accessing Sage 300 Construction and Real
Estate. When application administrators turn on application security, all users must enter a user name and
password to access the software. They can restrict access to software features and data that each user
has permission to access. Security Administration offers four types of application security: task, file,
record, and company.
Application security also lets application administrators hide applications from users and roles. When an
application administrator uses the Security Administration tool to deny a user or role access to all tasks in
an application and sets secured menu items to not display, users cannot see the application in Sage
Desktop.
Log settings
By default, logging is turned on. Security administrators can turn off Application, Security, or Setup logging.
The Audit Setup, Field Report, and System logs are required. You cannot turn them off.
The Posting Recap and Task Summary logs are for future use. No logs are created at this time.
Required log? Log type Description
No Application Logs the start and end of Accounting applications and tasks.
Yes Audit Setup Logs changes when the audit setup activity is selected in an
Accounting application.
Yes Field Report Logs changes to finalized field reports in Project Management.
Yes Posting Recap Logs recaps created while posting entries in Accounting. (Future)
No Security Logs events in the Security Administration tool.
No Setup Logs changes to setup information in Accounting.
Yes System Logs Accounting system events.
Yes Task Summary Logs summaries created during an Accounting task. (Future)
Chapter 5: Security
Applications with Security Administration

The following applications feature Security Administration:
n Accounts Payable n Equipment Cost n Payroll
n Accounts Receivable n Financial Statements n Project Management
n Address Book n General Ledger n Property Management
n Billing n Information Assistant n Remote Time
n Cash Management n Inquiry Designer n Report Designer
n Contacts n Job Cost
The following applications have limited Security Administration:

n Document Management security features are managed in two areas: Security Administration and
Document Management settings. Security administrators manage Document Management users and roles
in Security Administration. Application administrators manage Document Management task security
(inbox, scan queue, and query) in Security Administration. Privileged operators manage document security
and document type security in Document Management settings. For more information, see Document
Management Help.
n Purchasing and Inventory are affected by task security. Application administrators cannot set up
Security Administration for these applications but you must type your user name and password if Security
Administration is on. Purchasing and Inventory also offer their own form of task security. For more
information, see Help in these applications.
n Service Management uses task security. Application administrators can create users and roles and set up
task security for Service Management just as you would in the bulleted list of applications above.
Record security
With record security, you can control access to four records:
n Cash Management bank account
n General Ledger prefix
n Job Cost and Project Management job
n Property Management property
In addition, you can select or clear the Give all users access to records with blank security IDs check
box. Select the box if you want records with blank security IDs to be accessible to all users. Clear the box if
you want only application administrators to access these records. For more information, see “Set up record
security” on page 46.
When record security is active, reports and inquiries display only the records to which the user has access.
For more information, see “Effect of record security on reports” on page 37 and see “Effect of record security
on inquiries” on page 39.
Chapter 5: Security
Record security also affects Job Cost, Contracts, and Project Management tasks. In these applications, you
can type or select only jobs to which you have access. For more information, see “Effect of record security on
tasks” on page 41.
Example—using record security

In the following example, a property manager, Accounts Payable (AP) clerk, and Property Management (PM)
clerk work as a team on certain properties. Another project manager, AP clerk, and PM clerk work as a team
on different properties.
With the following record security setup, these employees have access to only their team's properties.
Access to TEAM1 Access to TEAM2

Role Users
Properties? Properties?
TEAM1 Proj Mgr 1 Yes, for all TEAM1 users

assigned to this role
AP Clerk 1
JC Clerk 1
TEAM2 Proj Mgr 2 Yes, for all TEAM2 users

assigned to this role
AP Clerk 2
JC Clerk 2
Effect of record security on reports

When record security is active on a report, the report displays only the records that are accessible to the
current user. Moreover, totals on the report adjust to reflect only the accessible records.
For example, in Job Cost, a Cost Entries by Job report (simplified for this example) would look like the
following to an application administrator:
Job Cost Code Category Amount
01-002 3-110 L (labor) 100.00
01-003 2-520 M (material) 350.00
Report Total 450.00
To a user with permissions to only job 01-002, the same report would look like the following:
Job Cost Code Category Amount
01-002 3-110 L (labor) 100.00
Report Total 100.00
Chapter 5: Security
Note: Some reports list information from several different records on the same line. If you lack access
rights to the report’s driving record (the primary record upon which the report is based), the report skips the
entire line. If you lack access rights to one of the non-driving records, the report skips only the information
from that record.
Report record security settings

Each report has security settings that control whether record security can affect the report. If you own Report
Designer, you can modify these settings (Report Designer >Design Security). If you do not own Report
Designer, an application administrator can control record security on reports only by turning on or turning off
record security. (For more information, see “Turn off record security,” on page 51.)
Sage 300 Construction and Real Estate defines the security settings on stock reports based on whether (a)
the report contains sensitive information or (b) the report's content should be tailored to the user. For example,
Sage 300 Construction and Real Estate allows the bank record on the Cash Management Check Register
report to be secured so that, if record security is on, you can generate reports that list only the entries for the
banks to which the current user has access.
In some cases, for practical reasons, Sage 300 Construction and Real Estate does not allow record security
to affect a report. For example, in Cash Management, you can type any bank in data entry tasks (bank
account record security currently only affects reports and inquiries). Therefore, Sage 300 Construction and
Real Estate does not secure the bank account record on the Cash Management Journal report.
Indicators that record security affects a report

Record security always affects a Crystal report, which has a “(CR)” in its name, unless the report uses a
special formula to disable record security. To check for this formula, you must open the report in Crystal
Decisions Crystal Reports. (You cannot use a Sage 300 Construction and Real Estate application to check
for this formula.)
Note: If you create reports in Report Designer, then you can secure those reports with Security
Administration. You must be an application administrator and own Report Designer to modify security
settings on new report designs.
If you do not own Report Designer: the report's cover page indicates whether record security is on. You
have the following options regarding cover pages:
n If you want to print a cover page every time you print any report, select Tools > Options. On the Reports
tab, select Attach to report.
n If you want to print a cover page only some of the time, you must choose to print a cover page at the time of
printing. From an applications Tools menu, select the report and from the Print Selection window, click
[Page Setup]. Then select Attach to report.
If you own Report Designer: in addition to the report cover page (see above), record security information
can appear in three additional areas.
n A report's design information (Tools > Design Info) lists the report's record security settings.
n A report's page heading (defined in File > Page Setup > Page Headings) indicates whether record
security is on.
Chapter 5: Security
n If you open a report created in Report Designer 7.x or earlier and the report contains secured records, you
will receive an on-screen message that lists the secure records on that report. Once you save the report,
you will no longer receive this message.
Effect of an upgrade on reports

When you upgrade from Sage 300 Construction and Real Estate Accounting products 7.x or earlier to Sage
300 Construction and Real Estate 8.0 or later, the following changes take place with reports.
Stock reports
New stock reports replace your existing stock reports. The new reports have settings that control whether
record security can affect the reports. However, these settings take effect only if you activate record security.
Custom reports
If you open a custom report created in Report Designer 7.x or earlier, the software displays a message that
lists the secure records on that report. Once you save the report, you no longer receive this message.
The software also modifies the report's security settings. It changes these settings to allow record security, if
active, to affect all securable records on the report.
You must use Report Designer to change a report's settings. If you do not own Report Designer, the only way
to control record security on a report is for an application administrator to turn on or turn off record security.
Effect of record security on inquiries

When record security for an inquiry is on, the inquiry displays only records that are accessible to the current
user.
For example, in Cash Management, a Bank List inquiry would look like the following to an application
administrator:
Bank Account Description Account Number Register Balance
First First Bank 042134526 56,650.97
Liberty Liberty S&L 874613754 91,450.44
To a user with permissions to only First Bank, the same inquiry would look like the following:
Bank Account Description Account Number Register Balance
First First Bank 042134526 56,650.97
Note: Some inquiries list information from several different records on the same line. If you lack access
rights to the inquiry's driving record (the primary record upon which the inquiry is based), the inquiry skips
the entire line. If you lack access rights to one of the non-driving records, the inquiry skips only the
information from that record.
Chapter 5: Security
Inquiry record security settings

Each inquiry has record security settings that control whether record security can affect the inquiry. These
settings take effect in the following scenarios:
n New installations of Sage 300 Construction and Real Estate 8.0 or later.
n Subsequent upgrades of a new 8.0 or later installation.
If you upgrade from Sage 300 Construction and Real Estate Accounting and Management products 7.x or
earlier to Sage 300 Construction and Real Estate 8.0 or later, these settings do not take effect. Instead, record
security automatically affects your inquiries if it is on. For more information, see “Effect of an upgrade on
inquiries” (the next section).
Sage 300 Construction and Real Estate selects inquiry record security settings based on whether the inquiry
contains sensitive information or whether its information should be tailored to the user. For example, Sage 300
Construction and Real Estate allows the bank record on the Cash Management Bank Register inquiry to be
secured so that, if record security is on, your inquiry displays entries for only the banks to which you have
access.
If you own Inquiry Designer, you can modify inquiry security settings. For more information, see “Change
design security on an inquiry” on page 55.
If you do not own Inquiry Designer, application administrators can control record security on inquiries
only by turning on or turning off record security. For more information, see “Turn off record security,” on page
51.
Indicators that record security affects an inquiry

A button with a lock on it appears in the upper right corner of the inquiry. If you click this button, a Record
Security window appears that lists which records are secured on the inquiry.
Note: In this window, an application administrator can select or clear records to secure. However, the
selections affect only the current user's session. Therefore, selections are inconsequential because an
application administrator already has permission to view all records.
Effect of an upgrade on inquiries

If your Sage 300 Construction and Real Estate Accounting products installation started with 7.x or earlier,
record security affects your stock and custom inquiries to the extent that it is on. (Installations that started
with 8.0 or later are different; see the next section). For example, if record security is on for the Cash
Management bank account record and the Job Cost and Project Management job records, these records are
automatically secured on the inquiry. If record security is on for only the Cash Management bank account
record, only this record is secured on the inquiry.
If you own Inquiry Designer, you can specify settings on each inquiry that control whether record security
affects the inquiry.
Chapter 5: Security
Difference between upgrades and new installations

New installations of Sage 300 Construction and Real Estate (and subsequent upgrades) use Sage 300
Construction and Real Estate’s predefined inquiry record security settings. These settings control whether
record security can affect an inquiry. For example, if an inquiry’s settings do not allow Cash Management
bank account record security, this record is not secured on the inquiry (even if record security is on). For an
upgrade, record security automatically affects the bank account record because the inquiry does not use the
predefined record security settings.
Effect of record security on tasks

Record security can restrict access to the job record in certain Job Cost (JC), Contracts (CN), and Project
Management (PJ) tasks. When record security is turned on for jobs, you cannot view a job in a list or type a
job unless you have security access for that job. For example, in the PJ Job Setup window (PJ > Setup >
Jobs), when you click [Find] to list jobs that have been previously set up, you see only jobs to which you
have access.
In addition, you can select or clear the Give all users access to records with blank security IDs check
box. Select the box if you want records with blank security IDs to be accessible to all users. Clear the box if
you want only application administrators to access these records. For more information, see “Set up record
security” on page 46.
Job record security affects the following tasks:
Contracts
p Edit > Link
p Edit > Add/Edit JC CO link
p Edit > JC CO Item Link Details
Job Cost
p Setup > Jobs
p Tasks > Enter Estimates
p Tasks > Change Orders
p Tasks > Commitments
p Tasks > Commitment Change Orders
p Tasks > Enter Misc Worksheets
Project Management
All tasks that involve the job record (for example, job setup and document creation).
Chapter 5: Security
Setting up security
This section contains the tasks that security administrators and application administrators need to perform to
set up security. Some tasks can be performed by either administrator role. Other tasks must be performed by
a specific administrator role. The best practice is for the security administrator to perform steps 1 through 8
and for the application administrator to perform steps 9 through 13. Steps 6, 12, and 13 are optional.
Whether you can perform this tack Security Application

if you have this role: Administrator Administrator
“Turn on security” Yes No
“Add a security administrator” Yes No
“Add an application administrator” Yes No
“Log on” Yes No
“Restart Sage 300 Construction and Real Estate” Yes No
“Turn off logging” (optional) Yes No
“Add roles” Yes No
“Add users” Yes No
“Add users to roles” Yes Yes
“Add tasks to roles” Limited Yes
“Grant users access to companies” No Yes
“Restrict access to files” (optional) No Yes
“Set up record security” (optional) No Yes
Turn on security
To prevent unauthorized users from accessing your software, we recommend that you turn on application
security. When you turn on application security, all users must enter a user name and password to access the
software. Application administrators can restrict access to software features and data that each user has
permission to access.
Note: You must be a security administrator to turn on security.
1 From the Sage Desktop, select Options > Security Administration.

2 On the Security Administration tab, click Security Settings.
3 Select the Turn on application security check box.
4 Click [OK].
Chapter 5: Security
Add a security administrator

When you turn on security, you must add a security administrator. Security administrators set up and maintain
accounts for users. For back-up purposes, we recommend adding at least two security administrators.
To add or change a security administrator later, go to Security Administration > User Setup. You must be a
security administrator to add another security administrator.
Add an application administrator

When you turn on security, you must add an application administrator. Application administrators define roles
and assign users to the roles. For back-up purposes, we recommend adding at least two application
administrators.
To add or change an application administrator later, go to Security Administration > User Setup.
Log on
1 From the Log On window, type your User name.
2 Type your Password.
3 Click [Log On].
Restart Sage 300 Construction and Real Estate

For the security settings to take effect, all users must restart Sage 300 Construction and Real Estate.
1 When the Restart message appears, click [OK].
2 Close Sage 300 Construction and Real Estate (File > Exit), and then reopen it.
3 Request all users to restart Sage 300 Construction and Real Estate.
Turn off logging

This task is optional.
Security administrators can only turn off Application, Security, or Setup logging. The Audit Setup, Field
Report, and System logs are required; you cannot turn them off. The Posting Recap and Task Summary
logs are for future use; no logs are created.
2 On the Security Administration tab, click Log Settings.
3 In the On column, clear the types of logs that you want to turn off.
4 Click [OK].
Chapter 5: Security
Add roles
2 On the Security Administration tab, click Role Setup.
3 On the Roles pane, click [Add].
4 On the Role Details pane, type the Name of the role (for example, AP Clerk.)
5 (Optional) Type the Description for this role.
6 (Optional) Select the tasks for this role. For more information, see “Add tasks to roles,” on page 45.
7 (Optional) Select the users for this role. For more information, see “Add users to roles” on page 44.
8 Click [Save Changes].
Add users
2 On the Security Administration tab, click User Setup.
3 On the Users pane, click [Add].
4 On the User Details pane, type the User name.
5 (Optional) Type the Full name and Windows user associated with the user name.
6 (Optional) On the Settings tab, select the User Account Settings and Password Settings.
7 Click the Roles tab, and then select or add roles for the user.
8 (Optional) Click the Companies tab, and then select the companies for the user. For more information, see
“Grant users access to companies” on page 45.
Note: You must be an application administrator to grant a user access to companies. If you cannot
perform this step, the application administrator must do it before the user can log on to Sage 300
Construction and Real Estate.
Add users to roles

3 On the Users pane, select the User Name.
4 Click the Roles tab, and then select roles for the user.
6 For the change to take effect, the users associated with this role must restart Sage 300 Construction and
Real Estate.
Chapter 5: Security
Add tasks to roles

Application administrators can add all tasks to roles.
Security administrators can only add the following tasks to a role:

p Log Viewer (Tasks > Common Tasks > Tools > Log Viewer)
p Audit Setup Activity (Tasks > Common Tasks > Tools > Options > Audit Setup Activity)
p View System Activity (Tasks > Common Tasks > Security > View System Activity)
p Change Audit Setup Fields (Tasks > Common Tasks > Security > Change Audit Setup Fields)
You cannot change the tasks for the application administrator and security administrator roles.
3 On the Roles pane, select the role that you want to edit.
4 On the Roles Details pane, click the Tasks tab.
5 In the tasks tree, navigate to the tasks or sub-tasks that you want to add and select the tasks.
7 For the change to take effect, the users associated with this role must restart Sage 300 Construction and
Real Estate.
Grant users access to companies

You must be an application administrator to grant a user access to companies.
Security administrators and application administrators have access to all companies.

2 On the Security Administration tab, click Company.
3 On the Companies pane, select the Company Name to which you want to add users.
4 On the Company Security Details pane, click [Add].
5 In the Company Setup - Add Users window, select the users.
6 Click [OK].
8 For the change to take effect, the user associated with this company must restart Sage 300 Construction
and Real Estate.
Chapter 5: Security
Restrict access to files

Note: You must be an application administrator to perform this task.

2 On the Security Administration tab, click Files.
3 Select the Company for which you want to restrict access to files.
4 Select the Role that will have access to the corresponding File Name.
5 Click [OK].
6 After securing a file, make sure that users can still perform their required tasks.
7 For the file restriction to take effect, all users not assigned to the role must restart Sage 300 Construction
and Real Estate.
Set up record security

Note: You must be an application administrator to perform these tasks.
A. Setting up record security

2 On the Security Administration tab, select Records. The Record Security window opens.
3 On the Activation tab, select Activate record security.
4 Select or clear the Give all users access to records with blank security IDs check box. Select the box
if you want records with blank security IDs to be accessible to all users. Clear the box if you want only
application administrators to access these records.
5 In the Securable record types box, select the records that you want to secure.
B. Assigning security IDs to records

3 Select the tab for the record to which you want to assign security IDs.
4 In the Security ID column, type the ID of a role. You can type only a single ID.
5 Click [OK].
Note: Record tabs in the Record Security window are accessible only if you have turned on record
security for that record on the Activation tab.
Chapter 5: Security
Modifying security
This section contains the following topics:
n “Change password settings” (the next section)
n “Delete a user” on page 49
n “Delete a role” on page 49
n “Copy a user” on page 50
n “Copy a role” on page 50
n “Turn off security” on page 50
n “Remove file restrictions” on page 51
n “Turn off record security” on page 51
n “Turn on tasks” on page 51
n “Turn off tasks” on page 52
n “Add a role to a task” on page 52
n “Remove a role from a task” on page 52
n “Restrict access to files” on page 53
n “Restrict access to additional files” on page 53
n “Modify record security permissions” on page 54
n “Change design security on reports” on page 54
n “Change design security on an inquiry” on page 55
n “Review record security settings” on page 55
Change password settings
Note: You must be a security administrator to change the password settings.
When you turn on security, you must set up password strengths and requirements for all users. To change
these settings later, go to Security Administration > Security Settings.
To change the password settings for a user name, go to Security Administration > User Setup > Settings.
For the password settings to take effect, all users must restart Sage 300 Construction and Real Estate.
Chapter 5: Security
Set strong passwords

To prevent unauthorized users from accessing your software, we recommend that you require strong
passwords. Strong passwords must meet the following conditions for complexity:
n Passwords must be at least eight characters long.
n Passwords must contain at least three of the following four character groups:
English uppercase characters (A through Z)
English lowercase characters (a through z)
Numbers (0 through 9)
Special characters (~ ! @ # $ % ^ & * ( ) - + = { } [ ] | \ : ; < , > . ? /)

n Passwords expire every 90 days.
n You are warned 10 days before your password expires.
n You cannot reuse your three previous passwords.
n You must wait 10 days before changing your password.
When you turn on security, the password settings default to these strong password conditions.
Change password strengths and requirements for all users
Note: You must be a security administrator to perform this task.

3 If security is turned off, select the Turn on application security check box.
4 In the Password Settings area, move the slider to select the password strength.
5 If you choose Custom (top setting on the slider), set the requirements:
a Click [Custom Password Settings].
b In the Password Settings window, clear the check boxes that you do not want or change the
requirements for the settings.
c Click [OK] to save the custom password settings.
6 Click [OK] to save the security setting changes.
7 If you are strengthening the password requirements, the following message appears, “Existing passwords
may not meet the new requirements. Do you want users to create new passwords the next time they log
on?” Click [Yes].
8 For the password settings to take effect, all users must restart Sage 300 Construction and Real Estate.
Chapter 5: Security
Change password settings for a user name

3 On the Users pane, select the User Name for which you want to change the password settings.
4 On the User Details pane, click the Settings tab.
5 Select or clear the Password Settings options.
6 If you want to add or change the password for the user:
a Click [Set Password].
b From the Set Password window, type the same password in the Password and Confirm password
fields.
c Click [OK].
Note: When you add or change the password, the User must change password at next log on
option is automatically selected.

8 For the password settings to take effect, the user must restart Sage 300 Construction and Real Estate.
Delete a user

3 On the Users pane, select the User Name that you want to delete.
4 Click [Delete].
5 When you receive a confirmation message, click [Yes].
Delete a role
3 On the Roles pane, select the role that you want to delete.
4 Click [Delete].
5 When you receive the confirmation message, click [Yes].
Chapter 5: Security
Copy a user
Use the copy feature when you want a new user to have the same permissions as an existing user.
Note: You must be a security administrator and an application administrator to perform this task.

3 On the Users pane, select the User Name that you want to copy.
4 Click [Copy].
5 On the User Details pane, type the User name.
6 (Optional) Type the Full name and Windows user associated with the user name.
Copy a role
Use the copy feature when you want a new role to have the same tasks and users as an existing role.

3 On the Roles pane, select the role that you want to copy.
4 Click [Copy].
5 On the Role Details pane, type the Name of the role (for example, AP Clerk.)
6 (Optional) Type the Description for this role.
Turn off security
Notes:
l You must be a security administrator to turn off application security.
l To prevent unauthorized users from accessing your software, we recommend that you leave
application security turned on.

3 Clear the Turn on application security check box.
4 Click [OK].
5 For the security settings to take effect, all users must restart Sage 300 Construction and Real Estate.
Chapter 5: Security
Remove file restrictions

3 Select the Company for which you want to remove a file restriction.
4 In the Role column for the corresponding File Name, select (None.)
5 Click [OK].
6 For the file setting to take effect, all users must restart Sage 300 Construction and Real Estate.
Turn off record security

3 Select the Activation tab.
4 If you want to turn off all record security, clear the Activate record security check box.
5 If you want to turn off record security for a particular record, clear the check box for that record.
6 Click [OK].
Notes:
l When you turn off record security, the Security ID field disappears from related record setup
windows. However, Sage 300 Construction and Real Estate security saves your security ID
assignments. If you reactivate record security, these settings take effect again.
l In addition to record security settings in Security Administration, each Sage 300 Construction and
Real Estate report and inquiry has record security settings.
Turn on tasks
2 On the Security Administration tab, click Tasks.
3 On the Tasks pane, navigate to the tasks or sub-tasks that you want to turn on.
4 On the Task Security Details pane, clear Turn off task.
6 For the task settings to take effect, all users must restart Sage 300 Construction and Real Estate.
Chapter 5: Security
Turn off tasks
Note: You cannot turn off tasks for the security administrator and application administrator roles.

3 On the Tasks pane, navigate to the tasks or sub-tasks that you want to turn off.
4 On the Task Security Details pane, select Turn off task.
5 If the Restart Sage 300 Construction and Real Estate message displays, click [OK].
Add a role to a task

Application administrators can add roles to all tasks.
Security administrators can only add roles to the following tasks:

To add a role to a task:

3 On the Tasks pane, navigate to the task or sub-task to which you want to add a role.
4 On the Task Security Details pane, select the roles that you want to add.
Remove a role from a task

Application administrators can remove roles from all tasks.
Security administrators can only remove roles from the following tasks:
Chapter 5: Security
To remove a role from a task:

3 On the Tasks pane, navigate to the task or sub-task that you want to remove from a role.
4 On the Task Security Details pane, clear the roles.
Restrict access to files

4 Select the Role that will have access to the corresponding FileName.
5 Click [OK].
and Real Estate.
Restrict access to additional files

Application administrators will only see additional files if named files are selected for a securable file type
(Sage 300 Construction and Real Estate > Common Tasks > File > Company Settings > File
Locations > Ask Name.)
To restrict a file that is not in the File Security Setup grid:

4 Click [Find Files].
5 From the File Security Setup - Find File window, select the File Type.
6 Click [OK].
7 Browse to the file location and select the File name that you want to restrict.
8 Click [Open]. The file is added to the grid.
9 Select the Role that will have access to the corresponding File Name.
10 Click [OK].
Chapter 5: Security
and Real Estate.
Modify record security permissions

Change the security ID in a Record Security window

3 Select the tab for the record you want to change.
4 In the Security ID column, change the security ID.
5 Click [OK].
Note: Record tabs in the Record Security window are available only if you have turned on record
security for that record.
Change the security ID in a Record Setup window
Note: You must be an application administrator or have security access to the Change Security ID
task.
1 Open the record setup window of a securable record (Cash Management bank account, General Ledger
prefix, Job Cost and Project Management job, and Property Management property.)
2 Click the Security ID field and change the ID.
Change design security on reports
Note: You must be an application administrator to modify report design security.
1 Start Report Designer.

2 Open the report design (File > Open Design.)
3 From the Tools menu, select Security > Design.
4 In the Design Record Security box, select or clear the check boxes.
5 Click [OK].
Note: The Design Record Security box lists all available records regardless of whether the report uses
all the records. If record security is off, the check box for that record will be unavailable.
Chapter 5: Security
Change design security on an inquiry
Note: You must be an application administrator to modify the inquiry design security.
1 Start Inquiry Designer.

2 From the Inquiry menu, select Inquiry Manager.
3 In the Applications window, select an application and click [OK].
4 In the Inquiry Manager window, select the inquiry; then click [Change].
5 In the Change Inquiry window, click [Record Security].
6 In the Record Security window, select or clear the check boxes.
7 Click [OK] in successive windows; then click [Close].
Note: The Record Security window lists all available securable records regardless of whether the
inquiry uses all the records. If record security is not selected, the check box for that record will be
unavailable.
Review record security settings
Note: You must be an application administrator to perform this task

3 Review the selections on the Activation tab. They control whether record security is on and how the
software interprets blank security IDs.
4 Select one of the record tabs.
5 Review the users and roles in the Security ID column.
6 Repeat steps 4 and 5 for each record.
Note: Every report and inquiry has settings that control whether record security can affect the report or
inquiry.
Chapter 5: Security
Troubleshooting security
This section contains information about the following issues:
l “I cannot see a security ID in a Record Setup window”
l “I cannot change a security ID in a Record Setup window”
l “I know a job was set up, but I cannot see it in the software”
l “I forgot my password” on page 57
l “My report or inquiry is missing information” on page 57
l “Menu items and fields are unavailable” on page 57
l “I cannot delete a user name” on page 57
l “I cannot make an account unavailable” on page 58
l “I cannot end account availability” on page 58
l “I cannot remove a user name” on page 58
l “I cannot turn on security” on page 58
l “I cannot save changes” on page 59
I cannot see a security ID in a Record Setup window

The Security ID field appears in a record setup window only if record security is on for that record. For more
information, see “Set up record security” on page 46.
I cannot change a security ID in a Record Setup window

During the setup of a new record, anyone can type a security ID. Once the record has been saved, only
application administrators or users with permission to access the Change Security ID task can change the
security ID.
I know a job was set up, but I cannot see it in the software
In most Sage 300 Construction and Real Estate applications, record security affects only reports and
inquiries. In certain Contracts, Job Cost, and Project Management tasks, however, record security also
affects whether you can type jobs or select jobs from lists. For more information, see “Effect of record security
on tasks” on page 41.
Jobs may not appear for several reasons:

n The job may have a status of closed; some lists do not display closed jobs.
n The job may have been moved to a different file, such as a history file.
n Record security may be active on the job and you do not have permission to access that job.
Chapter 5: Security
I forgot my password
If you are an application administrator or user, request a new password from one of your company's security
administrators.
If you are the only security administrator and you forgot your password, you must call Customer Support to
restore access to your software. See “Technical assistance” on page 2.
Note: For back-up purposes, we recommend having at least two security administrators.
My report or inquiry is missing information

A report or inquiry can be missing information for several reasons. One explanation could be that you lack
record security permissions. To investigate this possibility, see the following topics.
Reports
p “Effect of an upgrade on reports” on page 39
p “Indicators that record security affects a report” on page 38
p “Report record security settings” on page 38
p “Review record security settings” on page 55
Inquiries
p “Effect of record security on inquiries” on page 39
p “Indicators that record security affects an inquiry” on page 40
p “Inquiry record security settings” on page 40
Menu items and fields are unavailable

Menu items and fields can be unavailable for two reasons.
First, the task associated with the menu item or field requires a previous task that has not been performed. For
example, the Edit > Paste menu is unavailable if you have not previously cut or copied anything.
Second, you lack task security permissions (for example, access to PM > Setup > Properties.)
I cannot delete a user name
Note: You must be a security administrator to delete a security administrator.
If security is on and only one user name is assigned to the Security Administrator role, you cannot delete the
user name assigned to that role.
To delete the user name, you must assign another user name to the Security Administrator role. For more
information, see “Add a security administrator” on page 43.
For back-up purposes, we recommend adding at least two security administrators.
Chapter 5: Security
I cannot make an account unavailable

If security is on and only one available user name is assigned to the security administrator or application
administrator role, you cannot make the account unavailable.
To make the account unavailable, you must assign another available user to that administrator role.
Note: You must be a security administrator to assign a user to an administrator role.
For back-up purposes, we recommend adding at least two security administrators and two application
administrators. If necessary, you can assign two user accounts to both roles.
I cannot end account availability

If security is on and only one user name is assigned to the security administrator or application administrator
role as of this date, you cannot end account availability.
To end account availability, you must assign another available user name to that administrator role.
Note: You must be a security administrator to assign a user to an administrator role.
For back-up purposes, we recommend adding at least two security administrators and two application
administrators. If necessary, you can assign two user accounts to both roles.
I cannot remove a user name
Note: You must be a security administrator to delete a security administrator.
If security is on and only one user name is assigned to the Security Administrator role, you cannot remove the
user name assigned to that role.
To remove the user name, you must assign another user name to the Security Administrator role. For more
information, see “Add a security administrator” on page 43.
I cannot turn on security
Note: You must be a security administrator to turn on application security.
If a user name is not assigned to the Security Administrator role, you cannot turn on application security.
To turn on security, you must assign a user name to the Security Administrator role. For more information, see
“Add a security administrator” on page 43.
For the security settings to take effect, all users must restart Sage 300 Construction and Real Estate.
Chapter 5: Security
I cannot save changes
Note: You must be a security administrator to remove users from the Security Administrator role.
If security is on, you cannot remove all users from the Security Administrator role.
To remove all the existing users from the Security Administrator role, first you must assign another user name
to that role. For more information, see “Add a security administrator” on page 43.
For back-up purposes, we recommend having at least two security administrators.
Security tips
This section contains the following tips:
n “Be careful with print files”
n “Create separate roles for task and record security” on page 59
n “Consider limiting access to Crystal Decisions Crystal Reports” on page 60
n “Specify how secured tasks appear” on page 60
Be careful with print files

If you print to a folder that is not secure, others may have access to your reports.
By default, Sage 300 Construction and Real Estate prints files to your data folder. If you run the software over
a network, all users print to this location. Although you can change the default file location in File > Data
Folder Settings > File Locations > Printouts, all network users will still print to whatever location you
designate.
To print to a different folder, you must redirect the print job at the time of printing. From a Print Selection
window, click [Printer Setup]. Then, click [Select File] and browse to the desired location.
Create separate roles for task and record security

Administrators may need to create certain roles for task security and other roles for record security. For
example, a company has the following users:
p Project Manager 1
p Project Manager 2
p Accounts Payable (AP) Clerk 1
p AP Clerk 2
Project Manager 1 and AP Clerk 1 always work together on jobs. Project Manager 2 and AP Clerk 2 always
work together on a different set of jobs. In terms of record security, these two teams of users should be
members of different roles because they need access to different jobs.
Project Managers 1 and 2 perform tasks such as approving change orders (COs.) AP Clerks 1 and 2 perform
tasks such as entering invoices. In terms of task security, the project managers should be in one role and the
AP clerks should be in a different role.
Chapter 5: Security
The overall security assignment for these users should look like the following:
Role Users Task Permissions Record Permissions
PROJMGR Proj managers Approve COs
APCLERK AP clerks Enter invoices
TEAM1 Proj Mgr 1 and AP Clerk 1 Team 1 jobs
TEAM2 Proj Mgr 2 and AP Clerk 2 Team 2 jobs
Consider limiting access to Crystal Decisions Crystal Reports

A user can use Crystal Decisions Crystal Reports to disable record security settings on Crystal reports. If you
own Crystal Decisions Crystal Reports, guard against unwanted modification of reports by limiting who can
use this software. You may want to allow only administrators of Sage 300 Construction and Real Estate
security to use Crystal Decisions Crystal Reports.
Specify how secured tasks appear

Most securable tasks have an associated menu item or field. Application administrators can specify how
these menu items and fields appear to a user who does not have access to them. You can specify whether the
menu items and fields are hidden or whether they appear gray (which indicates that they are unavailable.)
1 Select Tools > Options.
2 In the Options window, look in the Secured Menu Items box. Select Don't display or Display as
disabled.
3 Click [OK].
Notes:
l You must be an application administrator to perform this task.
l The menu is subject to task security. You may not be able to see this menu item if the application
administrator has selected Don't display in the Secured Menu Items box.
l Application administrators need to specify this setting in only one application for the effect to be
seen in all applications.
Chapter 5: Security
Glossary of security terms

Application Administrator
An application administrator has unrestricted access to all features in Sage 300 Construction and Real
Estate. They can set up task security and set up most aspects of record security in the Security
Administration tool. For a complete list of tasks that an application administrator can perform, see “Setting up
security ” on page 42.
Like other users, an application administrator has a user name and password. If security is on, application
administrators must type this user name and password after they start an application.
Only security administrators can create users.
Application Log
Logs the start and end of Accounting applications and tasks.
Application Security
Application administrators can prevent unauthorized users from accessing Sage 300 Construction and Real
Estate by turning on application security. When application administrators turn on application security, all
users must enter a user name and password to access the software. They can restrict access to software
features and data that each user has permission to access. Security Administration offers four types of
application security: task, file, record, and company.
Application security also lets application administrators hide applications from users and roles. When an
application administrator uses the Security Administration tool to deny a user or role access to all tasks in an
application and sets secured menu items to not display, users cannot see the application in the Sage
Desktop.
Audit Setup Log

Logs changes when the audit setup activity is selected in an Accounting application.
Company Security
Company security allows an application administrator to grant a user access to specific companies.
Security administrators and application administrators have access to all companies.
Field Report Log

Logs changes to finalized field reports in Project Management.
File Security
File security allows application administrators to block all access to a file. This includes access through open
database connectivity and through all related tasks, reports, and inquiries. This differs from task security,
which allows application administrators to block tasks selectively and does not allow them to control ODBC
access.
Chapter 5: Security
Open Database Connectivity (ODBC)

Open Database Connectivity (ODBC) allows a Sage 300 Construction and Real Estate database and a third-
party program such as Microsoft Access to communicate. Once you set up an ODBC connection (which
requires a special ODBC driver), you can send data between the two programs.
Posting Recap Log

Logs recaps created while posting entries in Accounting. (For future use. No logs are created at this time.)
Record Security
With record security, you can control access to the Cash Management bank account, General Ledger prefix,
Job Cost and Project Management job, and Property Management property records.
When record security is active, reports and inquiries display only the records to which the user has access.
Record security also affects Job Cost, Contracts, and Project Management tasks. In these applications, you
can type or select only jobs to which you have access.
Roles
A role represents a group of users who have the same security requirements. A role has its own user account
and its own task, record, file, and company permissions.
Security Administration
With Security Administration, application administrators can restrict access to tasks, files, records, and
companies. For example, they can use task security to restrict who can set up vendors in Accounts Payable.
With file security, they can restrict access to sensitive payroll files. With record security, they can produce
reports that display only the jobs to which the user has security access. Finally, with company security, they
can restrict access to which company information a user sees.
Security Administrator
Security administrators set up and maintain accounts for users. For a complete list of tasks that a security
administrator can perform, see “Setting up security ,” on page 42.
Security Log
Logs events in the Security Administration tool.
Setup Log
Logs changes to setup information in Accounting.
Strong Passwords
Strong passwords must meet the following conditions for complexity:
n Passwords must be at least eight characters long.
n Passwords must contain at least three of the following four character groups:
English uppercase characters (A through Z)
Chapter 5: Security
English lowercase characters (a through z)
Numbers (0 through 9)
Special characters (~ ! @ # $ % ^ & * ( ) - + = { } [ ] | \ : ; < , > . ? /)

n Passwords expire every 90 days.
n You are warned 10 days before your password expires.
n You cannot reuse your three previous passwords.
n You must wait 10 days before changing your password.
System Log
Logs Accounting system events.
Task Security
With task security, an application administrator can restrict access to menu items and certain tasks found
within windows.
Task Summary Log

Logs summaries created during an Accounting task. (For future use. No logs are created at this time.)
User
A user has restricted access to the Sage 300 Construction and Real Estate. A user can have security
permissions that range from very restrictive to almost as complete as an application administrator.
All users have a user name and password. If Security Administration is on, you must type a user name and
password immediately after you start an application.
Chapter 6: Sage 300 Construction and Real Estate ODBC
Chapter 6: Sage 300 Construction and

Real Estate ODBC
This chapter presents an overview of Sage 300 Construction and Real Estate open database connectivity
(ODBC). After you install ODBC, you should refer to the ODBC Help for detailed information about how to use
the driver to access databases.
ODBC overview
ODBC is a standard interface that serves as a translator between different database file structures and
different software. The ODBC driver lets applications collect data from databases in other applications.
Applications that are can access data via ODBC are commonly referred to as front-end applications and can
include databases (for example, Microsoft® Access), word processors (for example, Microsoft Word), and
spreadsheets (for example, Microsoft Excel). Applications such as Sage 300 Construction and Real Estate
that make their data available through ODBC are referred to as back-end applications. Both the front-end and
back-end applications must support the ODBC protocol for them to communicate with one another.
The Sage 300 Construction and Real Estate ODBC driver lets you read most Accounting and Management
Product records as well as create and delete some selected records. You cannot delete individual fields, but
you can replace many fields with new data. See the "About record topics" topic in ODBC Help for a list of
records and fields that you can edit. To access the Help file, click the Start icon, select the Sage
Administration program group, and select ODBC Help.
Note:
You cannot use the Sage 300 Construction and Real Estate ODBC driver to access Purchasing,
Inventory, or Service Management data. To access Purchasing, Inventory, or Service Management data
through ODBC, use the Pervasive ODBC Engine Interface and Pervasive ODBC Client Interface drivers.
For more information, see the Pervasive Help:
1 Click the Start icon, select the Actian PSQL 12 program group, and select PSQL Control Center &
Documentation.
2 In the Documentation Library area, click User’s Guide > Using PSQL > Setting Up ODBC
Database Access.
Important issues for ODBC users

This section contains important information. You should read it before you use the Sage 300 Construction and
Real Estate ODBC driver.
ODBC Support Policy

Sage 300 Construction and Real Estate ODBC interfaces with a variety of third-party products. Because
other products are involved, Sage cannot guarantee that our Customer Support can resolve all ODBC-related
problems. Any multiple-vendor software arrangement requires a significant level of technical expertise.
Technical conflicts between databases from different vendors may require you to seek assistance from a
vendor other than Sage.
Important! Currently, we test only Microsoft Office (Access, Word, and Excel) for compatibility with the
Sage 300 Construction and Real Estate ODBC driver. We do not test for compatibility with any other
products or programming languages, including Microsoft Visual Basic for Applications, which can be run
from a macro within Microsoft Office. Although you may find success using another product, Customer
Support can address only issues and problems that relate to the use of Microsoft Office (Access, Word,
and Excel) to access data via the ODBC driver.
Data loss
ODBC processing leaves no audit trail of changes made, and its misuse can create untraceable data
discrepancies. If Customer Support is unable to reproduce a data-dependent problem using Sage 300
Construction and Real Estate software and data, it is assumed that the problem is specific to a data
discrepancy introduced with ODBC.
Points to consider before you use ODBC

For fields like notes and memos, Sage 300 Construction and Real Estate software simply stores the values.
Some fields have a data dependency (the value in one field can affect the value of another field). In other
fields, the software requires the value to have a certain format or be within a specified range. When you make
changes through a Sage 300 Construction and Real Estate application, the software handles dependencies
automatically. ODBC does not handle dependencies. It is up to you to be aware of these issues and make any
necessary edits. To be safe, you should always back up any database before you modify it through ODBC.
Consider the issues that follow before you write changes to a data file through ODBC:
n Data Dependencies: the values in some fields change based on the value contained in another field.
n Referential Integrity: some records which reside in one data file relate to records in another file.
An example of referential integrity in Accounting is the relationship between a job record and one of its
subsidiary category records. Amounts that you enter through a miscellaneous worksheet into a category’s
miscellaneous category amount field directly affect the total miscellaneous category amount field in the job
record. If you modify one of those fields through ODBC and do not modify the other, the Job Cost Master
file becomes out of balance.
n Formatting: Sage 300 Construction and Real Estate applications expect the value stored in some fields to
be formatted in a certain way.
Proper use of ODBC requires a thorough understanding of these dependencies to make sure referential
integrity is preserved.
Set up a data source

Before you can use the ODBC driver, you must first set up a link to a Sage 300 Construction and Real Estate
data source. The data source contains the data a user wants to access and its associated Database
Management System. The data is pulled from a back-end application, for example, General Ledger. The data
is then sent to a front-end application, such as Microsoft Excel. Each data source you set up has a data
source name (DSN), which you provide.
When you set up a data source, you specify a particular ODBC driver to be attached to the data source. These
drivers are programs that access the information in the database and translate it into a format that the front-
end application (Microsoft Excel, for example) can read.
You must set up a DSN for each Sage 300 Construction and Real Estate database. For example, your
company might maintain one database for its construction business and another for its remodeling business.
Because these databases are stored in separate folders, you must set up a DSN for each database folder.
For detailed instructions on how to set up a DSN, see “The data source for Crystal Reports,” on page 68 .
Use the ODBC driver

After you install ODBC and set up a data source, you can use the driver to access Sage 300 Construction and
Real Estate information from the database. Procedures to collect this data depend on the front-end application
being used. ODBC Help provides detailed instructions for accessing and inserting Sage 300 Construction and
Real Estate data into Microsoft Query, Excel, Access, and Word. Refer to the How To section on the Help
Contents tab for links to the applicable topics.
Other software manufacturers’ ODBC-compliant products can access data through the Sage 300
Construction and Real Estate ODBC driver. Refer to those manufacturers’ ODBC documentation for
instructions on using ODBC.
Chapter 7: Crystal Reports

Introduction
If you already have technical experience using Crystal Reports®, this chapter will help you customize reports
and invoices that you use in Sage 300 Construction and Real Estate applications. Please review the entire
chapter before making changes to your reports.
If you do not have experience using Crystal Reports, contact your Sage certified consultant for help with
creating custom reports that fit your business needs. You can also attend training sessions in Crystal
Reports; visit http://www.sageu.com/Sage300CRE for more information.
Using the SQL database

You can use the Sage SQL Replicator tool to take the Sage 300 Construction and Real Estate data stored in
the Actian Pervasive database and replicate it into a SQL database.
You can switch the Crystal Reports on the menus and Desktop to use the SQL database. For information, see
page 67.
Important! If employees are going to run reports with SQL data, they need to have read permissions to
the relevant SQL tables (in SQL Data Access > Read Access in the Tasks tree). See “Chapter 5:
Security” on page 33 for information about controlling permissions.
You can create custom reports to use this SQL database. See “Creating the SQL Server data source” on
page 70.
Reports on the menus

Use Report Manager to add Crystal Reports designs to the Reports menu of your Sage 300 Construction
and Real Estate applications.
Currently, all Crystal report designs available on the Reports menu in Sage 300 Construction and Real Estate
use your data stored in the Actian Pervasive database with a data source name (DSN) of "Timberline Data
Source" (as described on page 68) having the following options:
l Standard descriptions for Table and Field Naming
l Use maximum table segment size selected
l Shorten field and table names cleared.
Using the SQL database

If you use the Sage SQL Replicator tool, you have the option to use data stored in the Actian Pervasive
database or replicatated data in the SQL database. Crystal Reports on the menus will still use the Pervasive
database unless you change them. To use the SQL database for your Crystal Reports that are accessed from
menus or Desktop, select the Use SQL check box. For more information, see the Using SQL data for
reporting video.
The Mobile Reports application enables selected employees to generate and view Crystal Reports in the field
using a mobile device or computer. See the Mobile Reports Introduction video for more information.
The data source for Crystal Reports

If you use the Sage SQL Replicator tool, you have the option to use data stored in the Actian Pervasive
database or replicatated data in the SQL database. If you plan to use the SQL data for new custom reports,
see “Creating the SQL Server data source” on page 70.
Configuring the Timberline data source

You must configure the Timberline Data Source before you customize reports and invoices.
Note: Beginning with Sage 300 Construction and Real Estate version 16.1, you must have a properly
configured DSN to run "Custom Description" reports—even though these reports may have run without a
properly configured DSN in 15.1 and earlier versions of Sage 300 Construction and Real Estate.
Because the Timberline Data Source is automatically created the first time you open Sage 300 Construction
and Real Estate, open a Sage 300 Construction and Real Estate application on your computer if you have not
opened one already.
To set up portability options for a report in the ODBC Setup window:

1 Click the Start icon, select the Windows Administrative Tools program group, and select ODBC Data
Sources (32-bit).
2 In the ODBC Data Source Administrator window, click the User DSN tab, select Timberline Data
Source, and click [Configure].
3 In the Timberline Data ODBC Setup window for Database Type, verify that Accounting Data Folder is
selected.
4 Click [Select Folder], select your construction data folder in the Select Company window, and click [OK].
5 Click [Options] to show the Data Source Options.
a In the Table and Field Naming list, select Standard descriptions, Custom descriptions, or
Dictionary names. For more information, see “About table and field naming” (the next section).
Note: Crystal Report designs that come with Sage 300 Construction and Real Estate use Standard
descriptions.
b Select the Use maximum table segment size check box. For more information, see “About the
maximum table segment size” on page 70.
c If necessary, clear the Shorten field and table names check box.
Note: This option is available for earlier versions of ODBC, which truncated long field and table
names.
6 Click [OK] to save your settings and close the Timberline Data ODBC Setup window.
7 Click [OK] to close the Data Source Administrator window.
About table and field naming

The Table and Field Naming selection determines how table and field names appear when you access data
using this data source name (DSN). Three options are available:
Naming option Description
Standard (Recommended) Use this mode when you design a report for use in multiple
descriptions databases. The default descriptions appear on the report design in Crystal Reports
Designer. However, the operators’ custom descriptions appear when the report is
generated in Sage 300 Construction and Real Estate. If you select this option, you can
use this report with all databases.
Custom Use this mode when you design reports for a specific database. The custom
descriptions descriptions for that database appear on the report design in Crystal Reports Designer.
The custom descriptions also appear when the report is generated in Sage 300
Construction and Real Estate. If you select this option, you can only use it with
databases that have the same custom descriptions as the database used when
creating the report. If the custom descriptions in that database change, the report may
break.
Dictionary Use this mode only when modifying Billing invoice reports and reports that were
names designed in Crystal Reports with dictionary names for Sage 300 Construction and Real
Estate earlier than version 8.0.0. Dictionary names are internal table and field names
that are less descriptive than the standard descriptions but provide the same
functionality. If you select this option, you can use this report with all databases.
The following table uses the Accounts Receivable customer field as an example to show how different Field
Naming options affect how the field appears.
Naming option Display table and field name Comments
Standard ARM_MASTER_CUSTOMER.Customer No change regardless of custom

descriptions descriptions for AR Customer. Standard
descriptions are always the default
descriptions.
Custom MASTER_ARM_CUSTOMER.Customer If the custom description for AR

descriptions Customer is “client,” the field appears as
MASTER_ARM_CLIENT.client
Dictionary MASTER_ARM_RECORD_1.CUST No change regardless of custom

names descriptions. Internal names always
appear in dictionary names.
About the maximum table segment size

To use reports in Sage 300 Construction and Real Estate that were designed using the Timberline Data
Source, you must select the Use maximum table segments size check box when you design the reports so
that tables remain intact regardless of size. If you clear the Use maximum table segment size check box
and you access a table with more than 255 columns, the table is split into two tables.
For example, the Job Cost JC job record contains more than 255 columns. If you clear the Use maximum
table segment size check box, the table splits into two tables (JCM_Master_Job_1 and JCM_Master_Job_
2). If you select the Use maximum table segment size check box, the table does not split (JCM_Master_
Job).
Important! Some programs, including Microsoft® Access, do not support the use of maximum table
segment size. Clear the check box when you use DSNs associated with those programs. You should set
up a separate DSN for these programs.
About the maximum number of database objects

If you connect to a data source that contains a large number of objects (tables, views, stored procedures,
etc.), you may need to change the display limit, which is usually set to 8000 objects. For more information,
see SAP knowledgebase article 1215994.
Creating the SQL Server data source

The Sage SQL Replicator tool, which takes the Sage 300 Construction and Real Estate data stored in the
Actian Pervasive database and replicates it into a SQL database. You can create custom reports to use this
SQL database.
To create a DSN for the SQL database:

1 Open the ODBC Data Source Administrator (64-bit) window.
2 On the User DSN tab, click [Add] to add a new User DSN.
3 Select SQL Server Native Client 11.0.
4 Click [Finish].
5 Type a name for the DSN, such as Timberline SQL Data, and type a description.
6 For the SQL Server to connect to, select the SQL Server Instance that contains your replicated data, and
then click [Next].
7 Select With Integrated Windows authentication, and then click [Next].
8 Select the Change the default database to check box, select the replicated database, and then click
[Next].
9 Click [Finish].
10 Review the new ODBC data source setup and either click [Test Data Source] or click [OK].
11 Review the new entry in the User Data Sources table on the User DSN tab, and then click [OK].
Customizing Crystal Reports

Crystal Reports Designer
You should use Crystal Reports For Sage 2013 SP2 (version 13) to modify or create report designs for
Accounting and Management Products. This software only runs on Windows 7 SP1, Windows
Server 2008 R2, or higher operating systems (not Windows Vista).
Note:
If you created custom Crystal Reports designs prior to Sage 300 Construction and Real Estate version
14.1, you will need to upgrade the designs before using them in Sage 300 Construction and Real Estate.
To upgrade designs created with version 9 or later, see “Upgrading custom reports using the Upgrade
Crystal Reports tool,” on page 108.
Creating and modifying custom reports

To add, modify, and create custom report designs that use the Timberline Data Source:
1 Open Crystal Reports.
2 Log on to a Timberline data source.
a If you do not have the report open, select File > Log On or Off Server. If you have the report open,
select Database > Log On or Off Server.
b In the Data Explorer window, double-click Create New Connection.
c Double-click ODBC (RDO).
d Select Timberline Data Source and click [Next].
e If necessary, type your User ID and Password for Sage 300 Construction and Real Estate.
f Click [Finish].
g Click [Close].
3 Open the report design you want to modify and proceed to step 4. If you want to create a new report design:
a Select File > New.
b Select the tables and fields that you want to use on the report and then design the report.
4 Set the location of the database.
a Select Database > Set Datasource Location.
b Under Current Data Source, select the first data source.
c Under Replace with, select Timberline Data Source.
d Click [Update].
e Verify that all table locations in the Set Datasource Location window use the same data folder path.
You know that all table locations point to the same path if only one group of tables appears under Current
Data Source.
f Click [Close].
5 Repeat step 4 for each table in the report.

6 Select Database > Verify Database.
7 When you see the “The database is up to date.” message, click [OK]. Repeat step 4 if the database is not
up to date.
8 Review the list of formulas, functions, and parameters from section 3. "Crystal Reports integration" below
to determine which to add or modify.
9 When you finish, save the report.
10 Use Reports Manager to add new reports to your Sage 300 Construction and Real Estate Reports menu.
Crystal Reports integration

Setting up printers
By default, the “No Printer” option (Crystal Reports: File > Page Setup) is selected for all Crystal report
designs that ship with Sage 300 Construction and Real Estate. We recommend selecting this option for all
Crystal reports you use to avoid potential printer error messages when using Sage 300 Construction and Real
Estate applications with the Windows 7 operating system.
When printing a report in Crystal Reports, the data may print as cryptic symbols even though the report
displays correctly in preview mode. This is because Crystal Reports requires Unicode functions to print. If
your printer driver does not support Unicode, you must update your printer driver. To determine whether your
printer driver supports Unicode, see the printer driver manufacturer's support web site.
Note: In Crystal Reports, you must select Crystal Syntax for the Default Formula Language (File >
Options > Formula Editor tab > Default Formula Language).
Integration formulas
This section provides information about the following formulas that you can use in report designs.
l tsAlternateSMFolder on page 74
l tsApp on page 74
l tsAskFile on page 74
l tsDataFolder on page 75
l tsDesignMode on page 76
l tsDesktopId on page 76
l tsLetterhead on page 77
l tsMargins on page 77
l tsReportType on page 77
l tsSQLDatabase on page 77
l tsSQLServer on page 78
l tsSubAskFile on page 78
Designs created in Crystal Reports use formulas to convey required report information to Sage 300
Construction and Real Estate. These formulas query the Sage 300 Construction and Real Estate application
for, or provide it with, required information that is not already in a database table field. For example, you may
need to set the margins of the report when it prints. You use a formula to provide the margin information to the
application.
Caution! Name the formulas exactly as they are named in this document. Formulas may be case
sensitive and may not work unless the formula name matches the corresponding formula written in Sage
300 Construction and Real Estate code. Also, do not add comments or additional expressions to the
formulas.
Important! Do not type @ in front of formula fields. In Crystal Reports, “@” automatically appears in
front of formula fields; for example, when you create a formula and type tsDesignMode, the formula
appears as @tsDesignMode.
Note: Integration formulas need only to be included in the report design to function. You do not need to
include these formulas on the report itself.
Formula: tsAlternateSMFolder
Description This formula allows you to select whether you want a Service Management report to include
current or historical information.
Syntax None. Leave the formula value blank.
Example @tsAlternateSMFolder=
Formula: tsApp
Description Use this formula to specify the application abbreviation for the report. This formula is
required on all Service Management primary reports and subreports. The formula is not
required on any report that uses the ODBC driver to access Sage 300 Construction and
Real Estate data.
Syntax “<Two-letter application abbreviation>”
Example @tsApp = “SM”
Formula: tsAskFile
Description Use the tsAskFile formula to limit the file types the operator can choose when the report
runs. This formula applies to the main report. It also applies to all subreports unless you use
the tsSubAskFile formula on the subreports. This formula does not have file merging
capabilities. If you use the formula example on a report design, the report will prompt the
operator to choose between the New.glt file and the Current.glt file when the report runs.
Without the formula on the report, the operator could choose whatever file codes are
available.
For more information click “Formula: tsSubAskFile”
Syntax “[<file type>(<file code name>[,<file code name>]*)]”
<file type> = the abbreviation of the data file type; for example: BLI, GLT, APT, etc.
<file code name> = the file code name of the data file; for example: new, current, history,
active, standard, etc.
Example @tsAskFile = “GLT(new,current)” or “GLT(new, current)JCT(current)”
Note: You can also use one file code name in the tsAskFile function to force the report to use a specific
file; for example, use @tsAskFile = “JCT(new)”.
Formula: tsDataFolder
Description Use this formula to specify the company data folder to use for previewing the report in
Crystal Reports Designer.
This formula is ignored when the report is generated in Sage 300 Construction and Real
Estate.
If using Pervasive data, it will be a data folder path from the Open Company window.
If using SQL data, it will be the SQL instance and current database in this format:
“SQL::SQLServerName\InstanceName:DatabaseName”
Example @tsDataFolder = “C:\Timberline Office\YourCompanyDataFolder”
@tsDataFolder = “SQL::LSSVR20-MP\SAGE300CRE:SQLDataFolder”
Caution! If you place this formula on a primary report and you want to use it on a subreport, you must
pass the formula to the subreport as a shared variable. Subreports do not automatically read the formula
from the primary report.
You can use the tsDataFolder formula with any of the following user-defined functions:
n tsarContractCustomerDetail n tsarContractOnlyDetail
n tsarCustomerDetailWithRetainage n tsarJobCustomerDetail
n tsarJobOnlyDetail n tsControlData
n tsCustomDescription n tsFieldSection
n tsFieldSectionDesc n tsglFiscalEntityInfo
n tsHeaderData n tsItemDesc
n tsLetterheadStyle
For more information on these functions, see “User-defined functions” on page 79.
Set the tsDataFolder formula to the same data path appearing in the Database box of the ODBC Setup
window for the DSN if the report uses any of these user-defined functions:
n tsControlData
n tsHeaderData
n tsCustomDescription
Formula: tsDesignMode
Description This formula specifies the mode of the report design—and must match the Table and Field
Naming setting of the DSN.
When you run the report from Sage 300 Construction and Real Estate, the tsCrystal
interface looks to the report design for the tsDesignMode formula. If the formula exists on
the design, the system takes the value of the formula and sets the Table and Field
Naming selection to match it. If the formula is not on the report, the Table and Field
Naming selection is automatically set to Custom descriptions. If the report is written
using a Pervasive data source and the Use SQL check box is selected when it is
generated, this formula determines the correct schema to use from the SQL database.
Syntax “<mode>”; mode can be “Dictionary” (dictionary names), "SDesc” (standard description), or
"Custom" (custom description).
Example @tsDesignMode = “SDesc”
Note: Custom Billing invoice formats and subreports must include the tsDesignMode formula with a
value of “Dictionary”. See “About table and field naming” on page 69 for more information.
Important! tsDesignMode must be included with every report design written with a Pervasive data
source. If you want to prevent database switching, do not include the tsDesignMode formula.
Formula: tsDesktopId
Description If you use security and you link a Desktop home page to an estimate, Sage 300
Construction and Real Estate will ask for your user name and password when you open the
estimate. Use the tsDesktopId formula together with the TSEstimatingDKM function to
suppress the request for user name and password when you open an estimate from a home
page. "Function: tsEstimatingDKM" on page 87 for more information on applying this
function.
Add the tsDesktopId function to the main report. Add the TSEstimatingDKM function to
hyperlinks that link to estimates.
Example @tsDesktopId = “”
Formula: tsLetterhead
Description Use this formula in conjunction with the tsLetterheadStyle function.
This formula dynamically places the letterhead image when the report runs. This formula is
not required. This formula dynamically places the letterhead image only when the formula is
set to “Y” and you have selected the Use this letterhead image below for my forms option in
the Options window (Tools > Options > Letterhead tab > Use the letterhead image below for
my forms). Sage 300 Construction and Real Estate will not dynamically place the letterhead
image if any of the following conditions are true:
You set the formula to “N.”
You select one of the other letterhead options in the Options window
You do not include the formula on the report.
For more information on the tsLetterheadStyle function, see “Function: tsLetterheadStyle”

on page 92.
Formula: tsMargins
Description Use the tsMargins formula to display the [Page Setup] button on the Print Selection
window when you run the report from the Report menu in Sage 300 Construction and Real
Estate. The tsMargins formula allows you to the set margins for the report.
Example @tsMargins =
Formula: tsReportType
Description Use this formula to force the report to use SQL as the data source. This is useful for
process-based reports (that run after a task) or where the Use SQL check box is not
available . This formula should be on all reports written using a SQL data source.
Syntax SQL
Example @tsReportType = “SQL”
Formula: tsSQLDatabase
Description Use this formula to show the SQL Database name when you run the report in Sage 300
Construction and Real Estate with the Use SQL check box selected. This is only an
informational reporting field.
Formula: tsSQLServer
Description Use this formula to show the SQL instance name when you run the report in Sage 300
Construction and Real Estate with the Use SQL check box selected. This is only an
informational reporting field.
Formula: tsSubAskFile
Description Use the tsSubAskFile formula on subreports only. Use this formula to limit the file types the
operator can choose for the subreport when it runs.
To limit the file types the operator can choose for the main report, use the tsAskFile formula.
See “Formula: tsAskFile” on page 74 for more information.
The tsSubAskFile formula applies to only the subreport on which you use it, not to other
subreports. This formula does not have file merging capabilities. If you use the formula
example on a report design, the report will prompt the operator to choose between the
New.jct file and the Current.jct file when the report runs. Without the formula on the report,
the operator could choose from the new, current, or history file.
Syntax “[<file type>(<file code name>[,<file code name>]*)];Prompt Text”
<file type> = the abbreviation of the data file type; for example: BLI, GLT, APT, etc.
<file code name> = the file code name of the data file; for example: new, current, history,
active, standard, etc.
Prompt Text = Text to inform the person that runs the report. You can use the prompt text
to indicate which subreport requires this selection.
Example @tsSubAskFile = “JCT(new,current);Select a file for the Job Cost Transaction

subreport”
Note: You can also use one file code name in the tsSubAskFile function to force the report to use a
specific file: for example, use @tsSubAskFile = “JCT(new)”.
User-defined functions
You can use the Sage 300 Construction and Real Estate user-defined functions in conjunction with Crystal
Reports formulas on all reports. These user-defined functions instruct the application how to transform the
data retrieved by a formula. To select a user-defined function, in the Formula Editor, click Functions >
Additional Functions.
This section provides information about the following user-defined formulas:

l pjLastJobUsed on page 80
l rmCurrentPropertyID on page 80
l rmSetupInfo on page 80
l tsarContractCustomerDetail on page 81
l tsarContractOnlyDetail on page 82
l tsarCustomerDetailWithRetainage on page 83
l tsarJobCustomerDetail on page 84
l tsarJobOnlyDetail on page 85
l tsControlData on page 86
l tsCustomDescription on page 87
l tsEstimatingDKM on page 87
l tsFieldSection on page 88
l tsFieldSectionDesc on page 89
l tsglFiscalEntityInfo on page 90
l tsHeaderData on page 90
l tsItemDesc on page 91
l tsLetterheadStyle on page 92
l tsOperator on page 93
l tsRange on page 93
Function: pjLastJobUsed
Description If you use this function on a field in the report design and if you selected the Use last job
option in PJ Settings (Project Management: File > Company/Data Folder Settings >
PJ Settings), the field retrieves the job number from of the last job used.
Syntax pjLastJobUsed
Example pjLastJobUsed()
Function: rmCurrentPropertyID
Description Use to retrieve the current Residential Management (RM) property. The current property is
the property currently open or the last property opened in the RM application.
Example rmCurrentPropertyID()
Function: rmSetupInfo
Description Use to retrieve setting information based on the Residential Management property you
specify. The design retrieves the setting for the property if it is specific to the property;
otherwise, it retrieves the system setting.
Syntax rmSetupInfo(property, setting)
Property: The Property ID

Setting: The system setting you want to retrieve
Example rmSetupInfo(rmCurrentPropertyID()”DefaultDepositCode”)
Function: tsarContractCustomerDetail
Description Use this function to determine whether Accounts Receivable (AR) details should print for
the specified contract and customer
Syntax tsarContractCustomerDetail(Data Folder, AR Activity File, AR Transaction File,

Contract, Customer, Aging As Of Date, Aging Basis, Include Retainage, Unpaid
Only, Age Finance Charge)
Data Folder: The report design must use the tsDataFolder formula, which stores the
folder path information.
AR Activity File: The full file path to the AR Activity (activity.ara) file.
AR Transaction File: The full file path to the current AR Transaction (current.art) file.
Contract: The Contract ID.
Customer: The CustomerID.
Aging as of Date: The transaction cutoff date based on the Aging Basis date.
Include Retainage: True or False value. A True value takes retainage transactions into
account. A False value bypasses retainage transactions.
Unpaid Only: True or False. A True value considers transactions at the invoice (status)
level. A False value considers transactions at the Activity level.
Age Finance Charge: True or False value. A True value includes finance charges. A
False value bypasses finance charges.
Example (From report AR Statement of Account(CR).rpt)
tsarContractCustomerDetail({tsDataFolder},{@tsFileName(ARA)},{@tsFileName
(ART)},{ART_CURRENT_TRANSACTION.Contract},{ART_CURRENT_
TRANSACTION.Customer},{?Aging Date},{?Aging Basis},{?Include Retainage?},
{?Unpaid only?},{?Include Finance Charges?})
Function: tsarContractOnlyDetail
Description Use this function to determine whether Accounts Receivable (AR) details should print for
the specified contract.
Syntax tsarContractOnlyDetail(Data Folder, AR Activity File, AR Transaction File, Contract,

Aging As Of Date, Aging Basis, Include Retainage, Unpaid Only, Age Finance
Charge)
Data Folder: The report design must use the tsDataFolder formula, which stores the folder
path information.
Contract: The Contract ID.
Aging Basis: The date that the Aging as of Date uses to determine the cutoff date.
Age Finance Charge: True or False value. A True value includes finance charges. A False
value bypasses finance charges.
Example (From report AR Statement of Account (CR).rpt)
tsarContractOnlyDetail({@tsDataFolder},{@tsFileName(ARA)},{@tsFileName(ART)},
{ART_CURRENT_TRANSACTION.Contract},{?Aging Date},{?Aging Basis},
{?Include Retainage?},{?Unpaid only?},{?Include Finance Charges?})
Function: tsarCustomerDetailWithRetainage
Description Use this function to determine whether Accounts Receivable details should print for
the specified customer.
Syntax tsarCustomerDetailWithRetainage(Data Folder, AR Activity File, AR

Transaction File, Customer, Aging As Of Date, Aging Basis, Include
Retainage, Unpaid Only, Age Finance Charge)
Data Folder: The report design must use the tsDataFolder formula, which stores the
Customer: The Customer ID.
Include Retainage: True or False value. A True value takes retainage transactions
into account. A False value bypasses retainage transactions.
Unpaid Only: True or False. A True value considers transactions at the invoice
(status) level. A False value considers transactions at the Activity level.
Age Finance Charge: True or False value. A True value includes finance charges. A
False value bypasses finance charges.
tsarCustomerDetailWithRetainage({@tsDataFolder},{@tsFileName(ARA)},
{@tsFileName(ART)},{ART_CURRENT_TRANSACTION.Customer},{?Aging
Date},{?Aging Basis},{?Include Retainage?},{?Unpaid only?},{?Include
Finance Charges?})
Function: tsarJobCustomerDetail
Description Use this function to determine whether Accounts Receivable details should print for the
specified job and customer.
Syntax tsarJobCustomerDetail(Data Folder, AR Activity File, AR Transaction File, Job,

Customer, Aging As Of Date, Aging Basis, Include Retainage, Unpaid Only, Age
Finance Charge)
path information.
Job: The Job ID.
Customer: The Customer ID.
tsarJobCustomerDetail({@tsDataFolder},{@tsFileName(ARA)},{@tsFileName(ART)},
{ART_CURRENT_TRANSACTION.Job},{ART_CURRENT_
TRANSACTION.Customer},{?Aging Date},{?Aging Basis},{?Include Retainage?},
{?Unpaid only?},{?Include Finance Charges?})
Function: tsarJobOnlyDetail
Description Use this function to determine whether Accounts Receivable details should print for the
specified job.
Syntax tsarJobOnlyDetail(Data Folder, AR Activity File, AR Transaction File, Job, Aging

As Of Date, Aging Basis, Include Retainage, Unpaid Only, Age Finance Charge)
path information.
Job: The Job ID.
tsarJobOnlyDetail({@tsDataFolder},{@tsFileName(ARA)},{@tsFileName(ART)},
{ART_CURRENT_TRANSACTION.Job},{?Aging Date},{?Aging Basis},{?Include
Retainage?},{?Unpaid only?},{?Include Finance Charges?})
Function: tsControlData
Description Use this function to retrieve information such as company name, address, and phone
number from the Ts.ctl file.
Syntax tsControlData(Data Folder Name, Field Name, Flags)
Data Folder Name: The report design must use the tsDataFolder formula, which stores the
Field Name: You can type (case sensitive):
l “Name”
l “Address” or “Address 1” and “Address 2”
l “City”
l “State”
l “Zip”
l “Phone”
l “Fax”
l “Email”
l “Web Address”
l “Accounting Method”
l “Assign Batch Name”
Flags: You can type

l “P” to pluralize.
l “A” for all capital letters.
l “I” for initial capital letters.
l “F” to capitalize the first letter only.
l “L” for all lowercase.
l “” to print as it is in the database.
Example tsControlData(@tsDataFolder, “Name”, “A”) prints the company name in all capital
letters.
Function: tsCustomDescription
Description This function retrieves custom descriptions from the ts.fld file.
Syntax tsCustomDescription(Data Folder Name, Code, Flags)
Code: The custom description field code.
Flags: You can type:
Example tsCustomDescription(@tsDataFolder, 13, “A”) prints the JC Change Order custom

description in all capital letters.
Note: All custom description codes are stored in the Ts.fld file. Custom descriptions are listed when you
print an available fields report (TR:Tools > Available Fields) and you select the Include information
for ODBC reporting? check box in the PrintAvailable Fields – Print Selection window.
The tsCustomDescription function was new on Accounting and Management Products 8.0.0 and is used on
new Crystal Reports designs. Earlier versions stored a function with a slightly different syntax called
tsCustomDesc. The Billing invoice reports still use the older function. Both functions are stored in the u2lts.dll
file on Accounting and Management Products 8.0.0 and later.
Function: tsEstimatingDKM
Description If you use security and you link a report design used as a Sage 300 Construction and Real
Estate Desktop home page to an estimate, Sage 300 Construction and Real Estate will ask
for your user name and password when you open the estimate. Use the tsEstimatingDKM
function to suppress the request for user name and password when you open an estimate
from a home page in Desktop.
Syntax tsEstimatingDKM({@tsDesktopID}, {Detail.PATH} & “\” & {Detail.FILENAME});
Detail.PATH and Detail.FILENAME are fields that store the estimate’s path and file name in
the Estimating Explorer database.
Note: You must add the tsDesktopId formula to the main report when you use the tsEstimatingDKM
function in a hyperlink to an estimate.
Function: tsFieldSection
Description Use this function to determine the value in a customer-specified field section. A field
section is any portion of the GL Account, JC Job, or AR Customer that you define. For
example, you can define up to 3 prefixes, the base, and the suffix of a GL Account.
Therefore, these are field sections. Using the tsFieldSection function, you can retrieve the
prefix, base, or suffix field information from the GL Account.
Syntax tsFieldSection(Data Folder Name, File Type, Field Name, Section, Value)
Data Folder Name: Type a path to the data folder or use the tsDataFolder formula, which
stores the folder path information.
File Type: The type of file. For example, type “GLM” for the General Ledger account file or
“JCM” for the Job Cost master file.
Field Name: The name of the field. For example, type “AACCT” for the General Ledger
account field.
Section: Section 1, Section 2, or Section 3; Base; Suffix
Value: The ODBC field name on which to act.
For example, GLT_CURRENT_TRANSACTION.Account for the Account number from

the GLT current transaction file, GLM_MASTER_ACCOUNT.Account for the Account
number from the GLM Master account record, or JCM_MASTER_JOB.Job for the job
number from the JCM Job record.
Example tsFieldSection(@tsDataFolder, “GLM”, “AACCT”, “Section 1”, GLM_MASTER_

ACCOUNT.Account) prints the information in section 1 of the GL Master Account field.
Function: tsFieldSectionDesc
Description Use this function to determine the description in a customer-specified field section. A field
section is any portion of the GL Account, JC Job, or AR Customer that you define. For
example, you can define up to 3 prefixes, the base, and the suffix of a GL Account.
Therefore, these are field sections. Using the tsFieldSection function, you can retrieve the
prefix, base, or suffix field description information from the GL Account.
Syntax tsFieldSectionDec(Data Folder Name, File Type, Field Name, Section, Flags)
File Type: The type of file. For example, type “GLM” for the General Ledger account file or
“JCM” for the Job Cost master file.
Field Name: The name of the field. For example, type “AACCT” for the General Ledger
account field.
Section: Section 1, Section 2, or Section 3; Base; Suffix
Example tsFieldSectionDesc(@tsDataFolder, “GLM”, “AACCT”, “Section 1”, “A”) prints the

section 1 description of the GL Master Account field in all caps.
Function: tsglFiscalEntityInfo
Description Use this function to report on the Australian Business Number (ABN) for General Ledger or
Accounts Payable accounts. For General Ledger accounts, you can report on the ABN for a
General Ledger prefix or the entire account number.
Syntax tsglFiscalEntityInfo(Data Folder Name, Field Name, Prefix or Account, Account

Section)
Data Folder Name: Type the path to the data folder or use the tsDataFolder formula, which
stores folder path information.
Field Name: You must use “abn” as the field name.
Prefix or Account: Type a valid prefix number or account number from the general ledger
chart of accounts or type a valid accounts payable account number.
Account Section: Type the section of the account to use. You can type:
l “account”
l “prefix a”
l “prefix b”
l “prefix c”
l “full prefix”
Example tsglFiscalEntityInfo(@tsDataFolder,”abn”,”10-1201”,”account”)
Function: tsHeaderData
Description Use to determine the header information, such as header records in the BLM file.
Syntax tsHeaderData(Data Folder Name, File Name, Header Number, Field Name, Flags)
Name: Use the actual file name; for example, Master.apm or Master.blm.
Header Number: Identifies the header record from which the field is retrieved.
Field Name: Use the internal field name; for example, SATXT or PABN.
l “F” to capitalize only the first letter.
Example tsHeaderData(@tsDataFolder, “Master.blm”, 2,”SATXT”, “PA”) retrieves the Auto

Text field from the BL Settings Header, adds an “s” to the end, and prints in all capital
letters.
Notes: Internal field names are listed when you print an available fields report (TR: Tools > Available
Fields) and you select the Include information for ODBC reporting? check box in the Print Available
Fields – Print Selection window.
To retrieve a date field, you must use the Crystal Reports ToDate function to convert the string value to a
date. To retrieve a number, you must use the Crystal Reports ToNumber function to convert the string
value to a number.
Function: tsItemDesc
Description This function returns the description of a list field. Use this function to perform string
comparisons on list fields that contain custom descriptions.
Syntax tsItemDesc(Data Folder Name, File Type, Field Name, Item Name, Format)
File Type: The type of file. For example, type “ART” for the accounts receivable transaction
file.
Field Name: The name of the custom list field. For example, type “TATYPE” for the
accounts receivable Amount Type custom list.
Item Name: The short description of the custom list item. For example, type “PMT” for the
cash receipt accounts receivable amount type.
Format:
Example tsItemDesc(@tsDataFolder, “ART”, “TATYPE”,”Lab”,”A”) returns LAB
Note: When you use tsItemDesc for literal string comparisons, set the Format parameter to nothing (““) to
return the description unchanged.
Function: tsLetterheadStyle
Description This function retrieves your Sage 300 Construction and Real Estate letterhead settings
(Tools > Options > Letterhead tab) and returns one of the following values:
“NONE”—No logo prints. The company name and address print in the header section.
“PREPRINTED”—No logo prints. Header is blank to accommodate letterhead stationery.
“CUSTOM”—Logo prints on the left. Company address prints on the right.
To accommodate the use of different database-specific Sage 300 Construction and Real
Estate letterhead settings, all report designs created in Crystal Reports and included in the
software have separate header sections for all three letterhead options. The
tsLetterheadStyle function is used as a suppress condition on a header section. The
function determines which letterhead to use and suppresses the unused letterheads when
the report prints.
Example (Page Header—Suppress Condition)
Custom: tsLetterheadStyle({@tsDataFolder}) <> “CUSTOM”
Preprinted: tsLetterheadStyle({@tsDataFolder}) <> “PREPRINTED”
None: tsLetterheadStyle({@tsDataFolder}) <> “NONE”
Function: tsOperator
Description Use to determine the identity or the description of the operator printing the report
Syntax tsOperator(“Id”) or tsOperator(“Desc”)
Id: The identifier for the operator.
Desc: The description for the operator. For example, the name of the operator.
Example tsOperator(“Id”) prints the Sage 300 Construction and Real Estate Security Id
tsOperator(“Desc”) prints the Sage 300 Construction and Real Estate Security operator
description.
Function: tsRange
Description Use this function to add range values to custom Crystal Report designs that you use in
Sage 300 Construction and Real Estate applications. You can select the range values from
a database list.
To view the database list:

1 Select Report Designer: Tools > Available Fields.
2 Select the record that you want to use, and then click [OK]. For example, AP - Vendor.
3 On the Print Available Fields window, select Include information for ODBC
reporting?, and then click [Start].
Tip: Use the report created in step 3 above to determine the values to use in the
formulas.
Note: The tsRange parameter must be the last parameter on the report design.
Important! Do not use tsRange if the report will be run against the SQL database
(instead of the Pervasive database).
Function: tsRange
Syntax Formula 1: "File Abbreviation, Record Number, Internal Name, Standard Order Number,
Internal Name 2"
Parameter: tsRange(Formula 1 Name)
Formula 2: ((UBound({?tsRange(Formula 1 Name)}) = 1) and ({?tsRange(Formula 1
Name)}[1] = "")) or Database Field = {?tsRange(Formula 1 Name)}
Database Field: {Table.Field}
Expert: Formula 2 Name is True.
Formula Name: The name of the formula can be whatever you choose.
File Abbreviation: The three-letter abbreviation for the data file type.
Record Number: The number of the record in the file.
Internal Name: This is the key field. For example, VENDOR or JOB.
Standard Order Number: Optional. This is the alternative key. Use it for sorting the
records.
Internal Name 2: Optional. This is the description field. For example, VNAME.
Database Field: The field in the database to which the parameter is attached.
Value options for the parameter should be set as follows:

Allow custom values: True
Allow multiple values: True
Allow discrete values: True
Allow range values: False (This is because you are using a Sage 300 Construction and
Real Estate range rather than a Crystal range.)
To create the function:

1 Name the formula and select the fields for the formula (Formula Workshop > Formula
Editor).
2 Edit the value options for the parameter (Edit Parameter).
3 Attach the parameter to the database field (Select Expert).
Example Formula 1 Name: VendorRangeSelection
Formula 1: “APM,9,VENDOR,1,VNAME”
Parameter: tsRange(VendorRangeSelection)
Formula 2 Name: SELECT - Vendor Range or NULL
Formula 2: ((UBound({?tsRange(VendorRangeSelection)}) = 1) and ({?tsRange

(VendorRangeSelection)}[1] = "")) or APM_MASTER__VENDOR. Vendor = {?tsRange
(VendorRangeSelection)}
Expert:@SELECT - Vendor Range or NULL is True.
Provides a range in vendor number order with a description of vendor name.
Special parameters in process reports

Process reports are reports that print forms and are printed directly from application tasks. This section
describes the procedure for defining the process reports to print using Crystal Reports. Although most
applications print process reports, only the Job Cost (JC) and Project Management (PJ) applications use
Crystal Reports currently to print process reports.
Project Management uses the following process reports:

l Change order forms
l Change request forms
l Commitment change order forms
l Drawing logs
l Meeting minutes
l RFI forms
l Submittal forms
l Transmittal forms
Job Cost uses the following process reports:

l Change order forms
l Purchase order change order forms
l Purchase order forms
l Subcontract change order forms
l Subcontract forms
Note: Do not type “?” in front of parameter fields. In Crystal Reports, “?” automatically appears in front of
parameter fields; for example, when you create a parameter and type tsDocIndex, the parameter appears
as ?tsDocIndex.
Parameter: tsContactIndex
Description Only transmittal forms require this additional parameter to retrieve the contact ID created by
the process for the report.
In Crystal Reports, create the tsContactIndex string parameter.
Link the ?tsContactIndex parameter on the main report to the Contact ID on the subreport to
print the To contact information.
Parameter: tsDocIndex
Description Process reports require this parameter to retrieve the document ID created by the process
for the report.
Use a tsDocIndex parameter when you want a document to print for only a specific
document ID.
This parameter is stored in the u2lxx.dll files. These files are installed in different locations
depending on the version of Crystal Reports that you use. If you use Timberline Registry
Editor (TSRegEdit) to switch between different versions of Sage 300 Construction and Real
Estate applications, always use the latest version of the Registry Editor to ensure that
u2lxx.dll files are in the proper location.
Create a parameter named tsDocIndex. Use Select Expert (Report > Select Expert) to
set the document index field equal to ?tsDocIndex. For each report type, use the settings
that follow:
RFIs:{PJD_DOCUMENT_RFI.RFI_INDEX} = {?tsDocIndex}
Submittals: {PJD_DOCUMENT_SUBMITTAL.SUBMITTAL_INDEX} = {?tsDocIndex}
Transmittals: {PJD_DOCUMENT_TRANSMITTAL.TRANSMITTAL_INDEX} =
{?tsDocIndex}
Purchase orders and subcontracts: {JCM_MASTER_COMMITMENT.doc_ID} =

{?tsDocIndex}
Change orders: {JCM_MASTER_CHANGE_ORDER.doc_ID} = {?tsDocIndex}
Purchase order COs and subcontract COs:{JCM_MASTER_COMMITMENT_CO.doc_

ID} = {?tsDocIndex}
Could not open data folder error

If you set the location on all tables and try to preview the report in Crystal, you still may receive an error
message stating: Could not open data folder. Data folder does not exist, it is not a Timberline data
folder, or the current operator does not have access.
This message refers to the path in the report’s tsDataFolder formula. The tsDataFolder formula must have a
valid path to be previewed from Crystal.
To correct this error:

1 Click [OK] to this message.
2 Close the Formula Workshop window.
3 Under Field Explorer, double-click Formula Fields and select tsDataFolder.
4 Right-click and select Edit.
5 Change the path to match your accounting data folder path.
Billing considerations
When upgrading, changing, or creating Billing invoice designs, you must:
l Set the location and verify the database against a DSN called TS Billing Field Names.
l Include the tsDesignMode formula in the designs.
Creating the TS Billing Field Names data source

1 Open the ODBC Data Source Administrator window.
2 On the User DSN tab, click [Add] to add a new User DSN.
3 Select Timberline Data as the data source.
4 Click [Finish].
5 For the data source name, type TS Billing Field Names.
6 Click [Select Folder], select your construction data folder in the Select Company window, and click [OK].
7 Click [Options] to show the Data Source Options.
a In the Table and Field Naming list, select Dictionary names.
b Select the Use maximum table segment size check box.
Note: If the report was created in a version before Accounting and Management Products 8.0.0, you
may need to clear the Use maximum table segment size check box.
c Flear the Shorten field and table names check box.

8 Click [OK] to save your settings and close the window.
9 Click [OK] to close the Data Source Administrator window.
tsDesignMode formula
The Billing invoice format invoice design and all subreports must contain the tsDesignMode formula. The
value in this formula must be “Dictionary”.
Note: The invoice format designs provided with your Sage 300 Construction and Real Estate software
already include this formula.
If you use a custom Crystal design for your Billing invoice task and the design does not contain the
tsDesignMode formula, you will see the following error messages:
“Print Engine error 7: unable to connect to database”

“File report design is not a valid invoice design.”
Purchasing and Inventory considerations

Database record changes
You may need to modify Purchasing and Inventory custom reports to reflect Sage 300 Construction and Real
Estate database changes. Refer to the Accounting and Management Release Notes to review database
changes by application.
Notes:
l When you open Purchasing, Sage 300 Construction and Real Estate creates the “Timberline
Office Data PO” and “Timberline PO Data” data sources. When you open Inventory, Sage 300
Construction and Real Estate creates the” Timberline Office Data IV” and “Timberline IV Data”
data sources. These data sources are not available until you open Purchasing or Inventory.
l Purchasing and Inventory reports have a .crs extension. When you open one of these reports in
Crystal Reports, make sure to select All files for Files of type. This ensures that files with the
.crs extension appear in the Open window.
Modify custom reports

To modify custom Purchasing and Inventory reports that were created in a previous version of Crystal
Reports:
1 Open the report in the current version of Crystal Reports.
2 For Purchasing or Inventory tables:
b Under Replace with, double-click the Create New Connection folder.
c Double-click the ODBC (RDO) folder.
d In the ODBC (RDO) window, select Select Data Source.
e In the Data Source Name list, select Timberline PO Data or Timberline IV Data. (Select Timberline PO
Data if you are using a PO report; select Timberline IV Data if you are using an IV report).
f Click [Finish].
g For each table listed under Current Data Source, select the table, select the corresponding table in the
Replace with area, and click [Update]. (If all the data sources are the same, you can do this at the data
source level instead.)
h Click [Close].
Note: You may have to manually map changed fields.
3 For Sage 300 Construction and Real Estate tables:

d Click Make New Connection if the Connection Information window does not appear.
e In the ODBC (RDO) window, select Select Data Source.
f In the Data Source Name list, select Timberline Office Data PO or Timberline Office Data IV.
(Select Timberline Office Data PO if you are using a PO report; select Timberline Office Data IV if you
are using an IV report). Click [Finish].
g For each table listed under Current Data Source, select the table, select the corresponding table in the
Replace with area, and click [Update]. (If all the data sources are the same, you can do this at the data
source level instead.)
h Click [Close].
Note: You may need to rename the report with a .crs extension after you save the report.
Formatted field formulas

Formatted fields are fields that you can format with sections separated by characters. You can create
formulas that will print the following as formatted fields on reports:
n Job
n Job cost code
n Equipment
n Equipment cost code
n GL account
Formula content for formatted fields contains only the field name.
Formula Contents and Field Name Formula Name
Job FMTJOB + at least one character
Job Cost Code FMTJCC + at least one character
Equipment FMTEQU + at least one character
Equipment Cost Code FMTECC + at least one character
GL Account FMTGLA + at least one character
If you create a report that has several occurrences of the same fields from different records, you can create
multiple formulas with different names; for example, if you create a report that uses the job and job cost code
fields from both the PODetail and POHeader records, you could create the following formulas:
Field Record Formula Name
Job PODetail FMTJOB1
Job POHeader FMTJOB2
Job Cost Code PODetail FMTJCC1
Job Cost Code POHeader FMTJCC2
Note: Formatting does not print from within Crystal Reports—but formatting does print when you print the
report from the Reports menu in Purchasing or Inventory.
Ts.ctl formulas
To create formulas to include the general company information stored in the control (Ts.ctl) file:
1 Name the new formula according to the following table.
Ts.ctl Field Name Ts.ctl Formula Name
Company TSCOMPANY
Address TSADDRESS
Address 2 TSADDRESS2
City TSCITY
State TSSTATE
Zip TSZIP
Phone TSPHONE
Folder TSFOLDER
Caution! If your existing reports contain Purchasing or Inventory control file fields (such as
Companyname, Address1, Address2, etc.), you must replace them with the formulas listed in this
table.
2 In the Formula Editor window, leave the contents of the formula blank.
3 Save the formula.
Note: Return values for these formulas do not print from within Crystal Reports—but they do print when
you print the report from the Reports menu in Purchasing or Inventory.
Parameter fields
When you print a report with parameter fields, the parameters determine which prompts appear in the print
window. For example, if the parameter is a date field, the prompt uses the calendar control; if the parameter is
a logic (true or false) field, the prompt uses a check box. For Purchasing and Inventory, name your parameters
something specific if the design lets you see a list of available data for the parameter.
Preset parameter sets

All of the following parameter names allow use of drop-down selection lists to print.
Parameter
STARTDATE ENDDATE
FIRSTITEM LASTITEM
FIRSTLOC LASTLOC
FIRSTCLASS LASTCLASS
FIRSTJOB LASTJOB
FIRSTVENDOR LASTVENDOR
FIRSTPO LASTPO
FIRSTRECEIPT LASTRECEIPT
Purchase order form and purchase order change order form parameters
Parameter Purpose
PONUMBER You want the report (for example, a purchase order form) to print for a single purchase
order. Use also with the CONUMBER parameter as described below.
CONUMBER You want the report (e.g., a purchase order change order form) to print for a single
purchase order change order.
Note: Lists for these parameters do not appear from within Crystal. They work, but you must type a
value, not select a value from a list. They do print when you print the report from the Reports menu in
Purchasing or Inventory.
Add custom reports to the Purchasing or Inventory Reports menu

To add custom report designs to the Purchasing or Inventory Reports menu:
1 In Purchasing or Inventory, select Reports > Report Manager.
2 To add a new report, click [New]. To change a report, click [Change].
3 Type the Report Name (the name that will appear on the report menu).
4 Select a Menu Group from the list, or type the name for a new menu group.
5 Click [List] to browse for the report. These must be Crystal Reports designs with a .crs extension.
6 Select the report, and then click [Open].
7 Click [OK] to close the Add New Report window.
8 Click [Close] to close the Reports Manager window.
DSN error
If you install or upgrade Purchasing or Inventory on a computer that has the Windows 7 operating system, you
may need to elevate your permissions level before starting the program or Purchasing/Inventory may not be
able to create the DSNs necessary to use Crystal Reports. If you encounter an error message when starting
Purchasing or Inventory for the first time after installation, close the program, elevate your permissions level,
and start Purchasing/Inventory again.
Service Management considerations

Database record changes
You may need to modify Service Management custom reports to reflect Sage 300 Construction and Real
Estate database changes.
Setting up or upgrading custom reports

To set up Crystal Reports in Service Management:
n If the report is designed to switch between the current and history files, see “Option A” (the next section).
n If the report is not designed to switch between current and history files, see “Option B ,” on page 104.
Option A
1 Verify the Timberline Data Source is set up correctly. Subreports that pull information from the accounting
database use the ODBC Timberline Data Source DSN.
a Open the Data Source Administrator window.
b On the User DSN tab, select Timberline Data Source and click [Configure].
c Click [Select Folder], select your construction data folder, and click [OK].
d Click [Options] to show the Data Source Options.
e In the Table and Field Naming list, select Standard descriptions.
f Select the Use maximum table segment size check box.
g Clear the Shorten field and table names check box.
h Click [OK] twice.
Note: If you will print this custom report from within Crystal Reports, this DSN must use a valid Sage
300 Construction and Real Estate accounting data set.
2 Set the location to a valid data set.

a In Crystal Reports, open the custom report you are upgrading.
b Select Database > Set Datasource Location.
c Under Current Data Source, select the first data source.
d Under Replace with, double-click Create New Connection.
e Double-click Btrieve.
f In the Open window, browse to the folder containing your Service Management data.
g Select FILE.DDF and click [Open].
h Select the data source that should replace the original.
i Click [Update].
j Repeat steps b through i for all data sources listed under Current Data Source.
k Verify all table locations in the Set Datasource Location window point to the same data folder path. All
table locations point to the same path if only one group of tables appears under Current Data Source.
You must also set the location on all subreports. If a subreport retrieves Service Management data, follow
the procedure in step 2. If a subreport retrieves data from the Timberline Data Source, follow the procedure
in step 3 (which follows). The Current Data Source window lists subreport data sources in a separate
group.
3 Select the data source for the subreport.
b Under Current Data Source, double-click Subreports and select the first data source.
c Under Replace with, double-click Create New Connection.
d Double-click ODBC (RDO).
e Select Timberline Data Source.

f Click [Finish].
g If you have security enabled, type your Operator ID and Password.
h Click [Close].
4 After you use Set Datasource Location, verify the path on each table of the report is correct.
5 Select Database > Verify Database.
6 Select File > Save.
Option B
1 Verify the Timberline Data Source is set up correctly. Subreports that pull information from the accounting
database use the Timberline Data Source.
b On the User DSN tab, select Timberline Data Source and click [Configure].
c Click [Select Folder], select your construction data folder, and click [OK].
d Click [Options] to show the Data Source Options.
e In the Table and Field Naming list, select Standard descriptions.
f Select the Use maximum table segment size check box.
g Clear the Shorten field and table names check box.
h Click [OK] twice.
2 Verify the Timberline SM Data DSN is set up correctly
b If you are operating in a server/workstation environment, select the System DSN tab and verify there is
a Timberline SM Data DSN.
Note: If Timberline SM Data does not appear in the list of data sources:

1) Open Service Management at the server and preview any standard report.
2) Open Service Management at each workstation and preview any standard report.
c If you are operating on a standalone system, perform steps 2d - 2h to set up the Timberline SM Data
DSN manually; otherwise, skip to step 3.
d If you are on a standalone system, create the Timberline SM Data DSN manually by opening the ODBC
Data Source Administrator window.
e On the System DSN tab, click [Add].
f Select the Pervasive ODBC Engine Interface driver.
g In the Pervasive ODBC Engine DSN Setup window:
l For Data Source Name, type Timberline SM Data
l For Database Name, select the entry starting with the letters SM in its label (such as
“SM1FE43AFDF79D459F”).
Service Management creates two DSN GUIDs for each dataset. You may select any Service
Management DSN GUID when creating the Timberline SM Data DSN manually. During run time,
Service Management automatically points to the correct Service Management database.
h Click [OK].
Note: If you will print this custom report from within Crystal Reports, this DSN must use a valid Sage
300 Construction and Real Estate accounting data set.
3 Set the location to a valid data set.

a From Crystal Reports, open the custom report you are upgrading.
b Under Current Data Source, make note of any paths where *.ddf files exist (such as
C:\Development\Testdata\Field.ddf).
c Click [Close] to close the Set Datasource Location window without changing any locations.
d Based on the information you determined in step 3b, use Windows Explorer to browse to the location
referenced by the custom report. Confirm that these files exist:
l Field.ddf
l File.ddf
l Index.ddf
e If the files do exist there, copy the .ddf files from your Servmngt folder to the location you determined in
step 3b. Typically, your Servmngt folder is located at X:\Program Files\Timberline
Office\Accounting\Servmngt (where X represents the drive where your Sage 300 Construction and
Real Estate programs are installed).
4 Verify the database.
a Open the report design in the current version of Crystal Reports and select Database > Verify
Database.
b You may receive several prompts at this point. Respond to these messages as instructed until the Map
Fields window appears:
l If you see “The Database file ‘[file name]’ has changed. Proceeding to fix up the report!”, click
[OK].
l If you see “The database is now up to date.”, click [OK].
l If you see a message other than these (for example, “Remove table” messages), do not proceed.
Close the design without saving your changes and then confirm that step 2 was done correctly.
5 Open the custom report design in the current version of Crystal Reports and update the data source:
d In the ODBC (RDO) window, select Select Data Source.
e In the Data Source Name list, select Timberline SM Data and then click [Finish].
f For each item listed under Current Data Source, select the corresponding table in the Replace with
area and click [Update].
g Click [Close].
6 Verify the database.
a Select Database > Verify Database.
b Respond to the prompts as appropriate.
7 Save the custom report design.
You must also set the location on all subreports. If a subreport retrieves Service Management data, follow
the procedure in steps 3-7. If a subreport retrieves data from Timberline Data Source, use the steps that
follow. The Current Data Source window lists subreport data sources in a separate group.
8 Select the data source for the subreport.
b Under Current Data Source, double-click Subreports and select the first data source. Many of the
subreports retrieve information from the Timberline Data Source.
c Under Replace with, double-click Create New Connection.
d Double-click ODBC (RDO).
e Select Timberline Data Source.
f Click [Finish].
g If you have security enabled, type your Operator ID and Password.
h Click [Close].
i After you use Set Datasource Location, verify that the path on each table of the report is correct.
j Select Database > Verify Database.
k Select File > Save.
DSN error
If you install or upgrade Service Management on a computer that has the Windows 7 operating system, you
may need to elevate your permissions level before starting the program or Service Management may not be
able to create the DSNs necessary to use Crystal Reports. If you encounter an error message when starting
Service Management for the first time after installation, close Service Management, elevate your permissions
level, and start Service Management again.
Adding custom report designs to the menu

To add a custom report design to the Service Management Reports menu:
1 Open Service Management.
2 Select Reports > Custom Reports Manager.
3 Click [New].
4 In the New Report window:
a For Name, type the name for the new report as you want it to appear in the menu.
b For Path, click the browse button and select the path to the report.
c (Optional) For Submenu, select a submenu or type the name of the submenu for the report.
d To print the report automatically to a file, select the Print to file check box and type a File name.
5 Click [Finish].
6 Click [Done].
Notes:
If you want custom invoice formats in Service Management 8.3.0 and later to be retrieved, add them to the
appropriate location. These custom formats include Call Type, Service Location, AR Customer, and
Service Management Settings.
You can store custom reports in a subdirectory for reports called Custom (file path X:\Program
Data\Sage\Timberline Office\9.5\Accounting\Report\Service Management\Custom in Windows
2008 R2, or X:\Documents and Settings\All Users\Application Data\Sage\Timberline
Office\9.5\Accounting\Report\Service Management\Custom in other supported operating systems).
You must manually create this folder, but any reports you store there will be retrieved by Service
Management before it retrieves the reports stored in the Service Management folder. This prevents
custom reports from being overwritten during the upgrade process. This is most common for process-
oriented reports like work orders and agreements. You must use the same name as the original report.
tsAlternateSMFolder
You can select whether you want a Service Management report to include current or historical information by
adding the tsAlternateSMFolder function to the report. You do not need to add a value to the formula. For
more information on the tsAlternateSMFolder function, see “Formula: tsAlternateSMFolder,” on page 74
tsApp
All Service Management reports designs and all subreports must contain the tsApp formula. The value in this
formula must be “SM.” However, this formula is not required on any report that uses the ODBC driver to
access Sage 300 Construction and Real Estate data. For more information on the tsApp formula, see
“Formula: tsApp,” on page 74.
Desktop considerations
You can display Crystal Reports in Sage Desktop. You will want to keep some concepts in mind when you
create Crystal Reports designs for use as home pages.
To maximize the performance of Crystal Reports displayed in Sage Desktop:

l If you use subreports, use on-demand subreports.
l Do not use named files.
l If a report takes a long time to process, you may not want to display it in Sage Desktop.
The following formulas do not function on Crystal Reports displayed in Sage Desktop:
l tsAskFile
l tsSubAskFile
l tsLetterhead
Upgrading older custom report designs

Upgrading custom reports using the Upgrade Crystal Reports tool
If you upgraded from version 13.1 or earlier and have custom Crystal Reports designs, you must upgrade
them before they can be used in Sage 300 Construction and Real Estate by running the Upgrade Crystal
Reports Tool.
To access the tool, click the Start icon, select the Sage Administration program group, right-click Upgrade
Crystal Reports, and then select Run as administrator.
For more information, click (the help button) in the tool's window.

SAGE 300 2020 Construction and Real Estate

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

SAGE 300 2020 Construction and Real Estate

Uploaded by

Copyright:

Available Formats

Sage 300 Construction and

Sage End User License Agreement: http://na.sage.com/sage-na/ eula

Last updated: Tuesday, July 7, 2020

Chapter 1: System Requirements 4

Chapter 2: Install Sage 300 Construction and Real Estate 10

Chapter 3: Server Migration 19

Chapter 4: System Guidance 23

Chapter 6: Sage 300 Construction and Real Estate ODBC 64

Chapter 7: Crystal Reports 67

Reports on the menus 67

You can access a complete library of supported product documents.

About this guide

Conventions used in this document

Tip: Helpful information to make your experience better.

Note: Additional information of interest, such as information not included in steps.

Important! Information that is of critical importance.

Support and assistance

Contact your business partner for local training.

l 2019 Year-end Procedures (U.S.)

This chapter includes the following sections:

Privilege settings required for installation and use

Full control of specific files and folders required

Operating Required folders

Full control of and read access to specific registry keys required

Caution! Document Management - There is no 18.3 or 18.4 version of Sage Document

Product / Component Version Version Version Version

Sage Estimating (Pervasive) NONE NONE NONE* 17.1

Sage Estimating (SQL) 18.12, 19.11, 18.12, 19.11, 18.11 18.11

Sage Document Management NONE 18.2 18.1 17.1

Sage Fixed Assets 2018.1, 2019.1, 2018.1, 2019.1, 2018.0 2018.0

Crystal Reports runtime SP used SP22** SP22** SP19 SP19

* Except for Australia (version 18.1.3)

Supported upgrade paths

Accounting upgrade paths (without Document Management)

Accounting upgrade paths (with Document Management)

Data file upgrades

A. Before you install

B. Install to a server or stand-alone computer

Before you click [Install], note the following:

Automatic creation of Timberline Office Share

C. Install to a workstation connected to a network

Installing to a terminal server

To verify your account and access rights:

D. Upgrade data files

Prepare to upgrade files

Restore file locations

E. Upgrade custom Crystal Reports designs

F. Install Crystal Reports Designer (optional)

To install Crystal Reports For Sage 2013 SP2:

G. Install SQL Server (to run Sage SQL Replicator)

H. After you install

Elevated permission levels after installing

If you have Purchasing, Inventory, or Service Management data in

Chapter 3: Server Migration

Things to know before you begin

Migrating your server

Migrating your data folders

Migrating your macros

Migrating your attachments

Updating your workstations

Chapter 4: System Guidance

Consider the following as you develop your backup plan:

n Store backup media in a secure location outside your building.

Windows User Account Control (UAC)

Crystal Reports runtime SP used SP22 SP22 SP19 SP19